Office Administrator (NOC 13100 – Administrative officers) Job

Job Duties
? 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

Terms of Employment

Full-time, Permanent Position

Language of Work
English

Who Can Apply:

This position is open to Canadian citizens, Permanent Residents of Canada, and other
candidates who are currently authorized to work in Canada. We also welcome
applications from members of underrepresented groups, including Indigenous peoples,
persons with disabilities, newcomers to Canada, and youth.

Benefits Package

The Company offers standard health benefits as part of its employee benefits package.
Eligibility for health benefits will commence after the successful completion of a three-
month probationary period, beginning from your start date. Details of the health benefits
plan, including coverage and enrollment, will be provided upon eligibility.
You will receive a monthly allowance of $50 to offset the cost of your cell phone usage
for business purposes.

You will be reimbursed for business-related mileage at a rate of $0.50 per kilometer (this
does not include travel to and from the office). To be eligible for reimbursement, you
must provide documentation of the date, distance, and purpose of the business-related
travel. Reimbursement for mileage will be paid out at the beginning of the following
month following the submission of a completed mileage reimbursement form and
supporting documentation. This mileage reimbursement clause does not apply to travel
that is already compensated through other means, such as a company vehicle or public
transportation costs.

Location(s) of Work

4-210 Lakeshore Road E, Oakville, ON, L6J 1H8

Skill Requirements

Education: Completion of secondary school is required; a university degree or
college diploma in business or public administration is typically required or
equivalent experience.

Work Experience: 2 years of experience in clerical or executive secretarial
positions related to office administration is usually required, particularly in a real
estate setting.

Telephone Number: 905-580-1828 Email Address: [email protected] Mailing Address: 4-210 Lakeshore Rd E, Oakville, Ontario