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Real Estate Administrative Assistant Job Description


1. Major Objectives and Outcomes to be Accomplished by the Administrative Assistant

1.1 Assist the Team Leader in any and every possible fashion to assist in building his or her business and achieving all stated goals while providing excellent client service

1.2 Maintain and update the Team Leader's database daily, as per the Database Maintenance Checklist, to maximize repeat and referral business-

1.3 Implement all lead generation systems on a daily basis in order to maximize prospect leads consistent with the appropriate marketing checklist

1.4 Continue to build stronger relationships with all referral sources, past clients and future clients in order to maximize client satisfaction and customer satisfaction rating

1.5 Ensure all members of the team adhere to all requirements of the Regulatory Bodies at all times (i.e. RECO, TREB, etc.)


2. Most Frequent and Essential Activities in this Job

2.1 Complete all listing preparation and presentation activities when listing opportunities occur, consistent with the Listing Preparation Checklist

2.2 Complete all listing processing activities as specified on the Listing Processing Checklist, before the end of business on the day the listing is received by the Assistant

2.3 Complete all transaction processing activities as specified on the Transaction Processing Checklist before the end of business, after receipt of an executed Agreement of Purchase and Sale

2.4 Complete all buyer preparation and presentation activities for each new buyer lead consistent with the Buyer Presentation Checklist

2.5 Complete all Financial Management Systems as set out in the Financial Management Checklist

2.6 Greet all customers, both on the phone and in person, in a professional and courteous manner.

2.7 Answer the phones and relay all messages in an accurate, quick and pleasant manner

2.8 Manage and respond to all incoming email and regular mail in a professional, courteous fashion on a daily basis

2.9 Ensure the office is running smoothly, kept clean, tidy, garbage-free and well organized at all times

2.10 Ensure all information between the Client and the Team Leader is kept confidential

2.11 Updating website(s) and other electronic portals (i.e.: Facebook, LinkedIn, etc.) to ensure content is up-to-date and provides the maximum positive impact for the team

2.12 Provide accurate quality support services to the Team Leader in a time frame which exceeds the Agent’s expectations


3. Reporting Relationship and People Managed by the Individual in this Job

3.1 Reporting to the Team Leader


4. Prerequisite Skills for this Job (technical, experiential and interpersonal)

4.1 Adjusted typing speed minimum 50 wpm with 100% accuracy

4.2 Microsoft Word (expert level)

4.3 Microsoft Excel (advanced level)

4.4 Microsoft Outlook (advanced level)

4.5 Easy Offer (expert level)

4.6 Stratus MLS (expert level)

4.7 Excellent grammar and spelling skills

4.8 Ability to write effective business letters (advanced level)

4.9 Excellent telephone and communication skills



5. Required Behavioral Traits, Attitudes and Skills for this Job

5.1 Pleasant personality and strong interpersonal skills for all personality types

5.2 Enjoys helping people and provides positive, friendly client services

5.3 Independent self-directed worker focused on completing all required tasks

5.4 Multi-tasking ability and the ability to meet required deadlines

5.5 Confidentiality of Company related business

5.6 Honest and trustworthy

5.7 Accepts responsibility and meets commitments

5.8 Works well under pressure

5.9 Highly professional appearance and manner

5.10 Extremely reliable with regard to punctuality and commitments made

5.11 Comfortable in dealing with conflict (have a strong backbone, but also know when to bend)


6. Knowledge/Skills Required for the Job

6.1 Advanced knowledge of the Company’s communication system and websites
6.2 Expert knowledge of MLS Rules and Guidelines
6.3 Expert knowledge of the Master Offer Clauses and the preparation of offers
6.4 Thorough understanding of the functioning of a real estate office
6.5 Thorough operating knowledge of all office equipment


7. Extent of Authority

7.1 The Administrative Assistant has no authority to sign any Company or Team Leader contracts or documentation unless specifically permitted in the Procedures Manual


8. Compensation

8.1 Hourly wage to maximum of 44 hours per week
8.2 Wage as set out in hiring letter
© 2013 Copyright by Terrequity Corporation

If you are interested in hiring an Admin Assistant or building a larger team, talk to us, or visit The Team Building Program for more information.
Royal LePage Terrequity Realty
211 Consumers Rd., Suite 105
Toronto, ON, M2J 4G8
(416) 496-9220
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