Real Estate Administrator

Job Description Job Description As Team Administrator, you will support an award-winning real estate team by implementing and continually improving administrative and marketing systems, procedures and policies. You will initiate, plan, and execute projects, liaise with multiple stakeholders (clients, agents, and service providers), and coordinate complex transactions. Your roles will include but not be limited to executive assistant, client care coordinator, transaction coordinator, and marketing coordinator. You’ll have a blast working with us –we promise Compensation: $45,000 - $55,000 Responsibilities: Executive Assistant Answer calls Schedule meetings and manage calendars Keep the office tidy and organized Perform miscellaneous errands Manage, track, and report expenses Coordinate bill payment Make sure the office is well stocked with supplies General printing and scanning of materials Client Care Coordinator Deliver service that creates raving fans Stay in regular communication with active clients Check property statuses and set up property searches for new and existing clients Respond to client and customer requests Booking showing appointments for buyer’s agent Maintain client database in CRM software. Update entries. Add to the database, etc. Stay in constant communication with clients according to a pre-defined schedule Draft and send customized email templates Schedule appointments for home previewing and client home tours Log all client interactions in our CRM software Prepare and distribute customer service comparative market analyses Transaction Coordinator Take measurements and prepare property feature sheets Write property descriptions Create draft MLS listings and manage listing statuses Prepare and distribute weekly listing reports to assistants and agents Prepare pre-listing packages and paperwork Prepare/file standard paperwork Request status certificates, surveys, home inspections, photographs, etc. Coordinate activities with virtual assistants, videographers, printers, and photographers Find service providers, obtain quotes, etc. Stay in constant communication with transaction stakeholders (agents, vendors, etc. Order ‘for sale’ signs, riders, etc. Manage transaction documents in the Team Drive folder and physical files File deal paperwork with the brokerage admin staff Manage/post to social media (Facebook, Twitter, etc.) Order housewarming gifts, thank you gifts, etc. Collect feedback from showings and distribute it to stakeholders Coordinate all closing processes including key transfer, cleaning, etc. Coordinate tasks to ensure that offer conditions (if applicable) are fulfilled Prepare regular progress updates for clients Manage and update advertisements on listings and websites Managing client requests and delegating to appropriate resources Marketing Coordinator Prepare postcards, feature sheets, listing sheets, etc. Video marketing and syndication to major online portals (Vimeo, YouTube, etc.) Coordinate efforts with content creators (videographers, photographers, copywriters) Customize and send print/email newsletters Open house preparation and promotion – flyers, social media marketing, open house signs, etc. Website maintenance and development Social media marketing and syndication Video – set up calendar and subjects for video series. Schedule filming. Post to YouTube, Facebook, Twitter, etc. Manage farm/contact lists Qualifications: You’re energetic, outgoing, positive, and optimistic You’re compassionate - you naturally provide empathy in emotionally-charged situations You are a team player – you recognize that you play an important role within the context of a larger team and you eagerly take on that role You are responsible - you make commitments and keep them You’re tech-savvy – you may not be a tech whiz, but you’re familiar with email, social media, and blogging You’re adaptable – you’re able to work effectively with multiple personality types You’re organized - you can structure complex and interdependent tasks and get them done You’re punctual – you’re mostly on time and when you aren’t you give ample notice You’re reliable – you do what you say when you say you’ll do it You’re an eager learner – you love learning new systems, tools, and ways of being You can keep your cool - you work well under pressure and with tight deadlines You’re flexible – you adapt easily to changing circumstances and requirements You’re coachable – you listen openly to feedback and constructive criticism You’re a multitasker – you’re able to juggle a lot of balls without dropping any You’re proactive – you’re always asking ‘now what needs to be done? You’re a self-starter – you see opportunities for improvement and you take initiative to make them happen You’re detail-oriented – you love doing things right and for you, the little things count You’re a problem solver – you face challenges and obstacles with enthusiasm and grit You’re willing to follow directions, systems, and procedures You face challenges and deadlines with grace You love efficiency – getting the right things done fast and well gives you satisfaction You’re self-directed – you don’t need or want to be micro-managed You write well – you may not be an English lit major but your writing is clear, concise, and engaging You speak clearly and professionally You have a passion for Real Estate Experience in the industry is beneficial but not required Bonus: You have a vehicle and a Driver’s License About Company Frequently recognized as the most innovative and agent-friendly brokerage in Canada, KW Realty Centres Aurora/Newmarket is a busy well-established office with over 230 agents. We are 1 in market share in our area. KW Realty Centres is a positive environment that will push you to great potential. Here you can make an impact; help people create wealth and make a difference in the community

Location: Newmarket, CA

Posted Date: 4/30/2025