Office Administrator (NOC 13100 – Administrative officers) Job

-Liaise with Marketing Department regarding Sales Team needs for each property
listing, and convey these instructions to other support staff ; establish and maintain new
task management when needed to prioritize efficient management of tasks.
-Broker loading all new listings and filing all relevant documentation
-Ensuring all relevant documentation is obtained from clients / agents and organized
on time for each stage of listing process including proactively liaising with clients /
agents to meet timelines
-Monitor and manage company’s active listings and pending transactions, proactively
providing milestone notice for agents involved and active communication
-Manage client care process between the date of sale and date of completion,
including the gathering of required information on the clients’ behalf, communicating
with clients’ lawyers, and the coordination of property revisits
-Prepare and distribute sales reports to all agents and monitor monthly expenses of
business on items and supplies, including limits on spending
-Manage and maintain company’s electronic filing system, ensuring all databases are
up to date with client contact information, active and pending transaction details, vendor
contacts and contracts, and vendor payments
-Organize and manage various company and client related events including work
premises and ensuring house locations are prepared and supplied for viewings.

Tasks:

-Implement new administrative procedures
-Review and evaluate new administrative procedures
-Delegate work to office support staff
-Establish work priorities and ensure procedures are followed and deadlines are met
-Carry out administrative activities of establishment
-Administer policies and procedures related to the release of records in processing requests under government access to information and privacy legislation
-Co-ordinate and plan for office services such as accommodation, relocation, equipment, supplies, forms, disposal of assets, parking, maintenance and security services
-Assist in the preparation of operating budget and maintain inventory and budgetary controls
-Assemble data and prepare periodic and special reports, manuals and correspondence
-Perform data entry
-Train staff
-Oversee and co-ordinate office administrative procedures
-Resolve conflict situations
-Commission systems and components
-Coach
-Monitor and evaluate
-Oversee payroll administration
-Plan and control budget and expenditures
-Prepare reports on sales volumes, merchandising and personnel matters
-Prepare real estate rentals, sales and listings data
-Administer budget

Health/Dental Benefits, Paid Holidays, Vacations, and Sick Leave