David Rubel Realtor Team Looking for Real Estate Administrative Assistant at Toronto, ON Full Time

We’re searching for a diligent Administrative Assistant to provide administrative support for a top-ranking Real Estate Agent looking to grow a Team in the Toronto area. You’ll be responsible for responding to all complaints and questions in a friendly and timely manner, implementing office standards to streamline our processes, scheduling appointments, and marketing our brand through community events and print and digital mediums. The ideal candidate will possess a background in Real Estate; however, this is not a requirement. Applicants should be extremely thorough, possess excellent communication skills, and have some background in customer service. Send us your resume today to become part of the team!

Compensation:

• Salary Range: $60,000 – $70,000
• Paid Time Off (PTO)
• Stipend Benefits
• Bonuses – Considered after a 60-day period
• Rapid growth potential

Compensation:

$60,000 – $70,000

Responsibilities:

Admin Support

• Arrange, book, and confirm showings, including efficient route planning and sending schedules to David and the Client.
• Anticipate the needs of the CEO ensuring that he is in the right place, at the right time, for the right reasons
• Carefully monitor the priorities in the CEO’s calendar
• Manage the CEO’s email; maintain a clean inbox, compose emails on behalf of the CEO and provide appropriate follow-ups
• Support by monitoring follow-up activities, action items, and materials in advance of meetings

Paperwork

• Oversee all contracts through closing, including offer writing, gathering, compiling, and sending of all necessary paperwork from/to the appropriate parties. This requires daily follow-up via email/phone to ensure timely completion.

Client intake responsibilities:

• Welcome email
• Fintrac forms
• Setting up property searches
• Get all necessary information utilizing template emails, assessment of client responses, and follow-up of missing information

Communication

• Be the first point of contact/resource for clients, agents, admins, and other stakeholders, and take ownership of handling inquiries, tasks, and complaints.
• Keep the lead agent informed regarding any problems that he needs to be aware of. Do your best to solve issues independently as they come up, utilizing resources at your disposal.
• Communicate regularly with the clients to send them reminders, check in, and let them know what to expect in each step of each process, monitoring deadlines and ensuring deadline tasks are completed well ahead of time.
• Follow up with clients after the sale to check in and request a testimonial
• Communicate with the agent several times throughout the transaction including all important dates, missing documents, calendar reminders, file compliance status, etc.

Digital Support

• Manage CRM, including inputting new contacts, tagging appropriately, adding details, and ensuring each client is on an appropriate touch campaign
• Social Media:
• Create social media calendar
• Daily posts per social media calendar
• DTD2 Daily list
• Adding new friends to DTD2 list weekly
• Reply to all comments
• Manage and respond to reviews in a timely manner

Marketing and Listings

• Understand the contracts in order to summarize all important terms, conditions, and contingency dates
• Design and coordinate long-term marketing projects, such as monthly newsletters, client gifts, birthday cards, listing brochures
• Manage marketing supplies and materials
• Listing coordination including booking of photographer, painter, stager, sign installation/removal, pamphlet creation/printing
• Perform other duties as assigned, with some personal assistance as required

Qualifications:

• History of being deadline-driven and extremely organized
• Shows great interpersonal skills and excellent written communication

• Strong attention to detail
• Tech savvy; up-to-date with latest office gadgets and applications and able to navigate new systems quickly
• Able to multitask and prioritize daily workload – can work on multiple projects at once
• Able to work independently to support a team and appropriately manage time
• Strong problem-solving abilities
• Discretion and confidentiality
• Customer service focus
• College degree and social media experience preferred
• 
  Candidate will need to be willing to obtain a real estate license upon hiring (Agent will reimburse)
• Comfortable handling strong personalities
• Must be thorough and LOVE to-do lists
• This person must have a CAN and WILL DO attitude. This person will do anything and everything they need to in order to free their Agents up to sell.

About Company

Certified Keller Williams Luxury Agent, David Rubel is always in your corner. Having bought, renovated, and sold several properties, David developed a nerdy obsession for real estate that went well beyond the basics of the business. He researched market trends, read everything he could about real estate, and began helping friends who were searching for homes. During this process, he discovered a strong sense of responsibility to protect his friends’ interests, which became the inspiration for his motto “Always In Your Corner”.

Coaching and education is part of David’s core and led him to launch the David Rubel Realtor Team. This allowed him to share his knowledge and passion with other aspiring agents. As Education Chair at his brokerage David is an expert communicator and is easily relatable. With his modern, and tech-savvy approach to coaching he has become a strong leader in the Keller Williams Agent Training Program.