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Job Post Details

Real Estate Team Administrator - job post

Grace & Co - RE/MAX Hallmark Realty
2020 Queen Street East, Toronto, ON M4L 1J4
$75,000–$90,000 a year - Full-time
Responded to 75% or more applications in the past 30 days, typically within 1 day.

Job details

Pay

  • $75,000–$90,000 a year

Job type

  • Full-time

Location

2020 Queen Street East, Toronto, ON M4L 1J4

Full job description

About Us:

Grace & Co. is a real estate team assisting clients throughout Toronto but, with much of our sales occurring in East Toronto, our physical office is located in the Beach.

We have been helping clients buy & sell homes since 1989, are affiliated with Toronto's #1 real estate brokerage, RE/MAX Hallmark, and provide industry leading services and support to our clients.

About You:

You are Real Estate Administrator with at least 2 years experience working directly with a top performing Realtor or real estate team closing 50+ sales a year. While experience in an administrative role at the front desk, or in the back end, of a brokerage would count as experience in the field, we are specifically looking for someone who has worked on the front lines dealing with clients and suppliers and orchestrating all aspects from client intake to closing which means you must have worked directly with a Realtor or preferably, team of Realtors. You must have a reasonable commute to our office (2020 Queen St E) that won't negatively impact your work/life balance or cause you to not enjoy your role. A valid OREA license is a plus but not required.

Requirements:

Transaction Support

  • Prepare offer documents and assist with real-time offer execution using tools like DocuSign.
  • Manage all post-deal documentation, including FINTRAC compliance, coordination with lawyers, and keeping deal boards updated.
  • Collaborate with lawyers and service vendors to ensure smooth and efficient transaction management.

Listing Support

  • Create listing presentations, including research, comparative market analysis, and paperwork preparation.
  • Support pre-listing activities such as preparing RECO guides, agreements, and pricing analyses.
  • Coordinate all aspects of preparing listings, by assisting the team's Design Manager in scheduling trades and communicating timelines and progress to the home owners.
  • Coordinate all aspects of active listings, including scheduling, listing preparations, and marketing communication.
  • Attend property walkthroughs to provide additional support and ensure all showings and open house materials are ready.

Buyer Support

  • Prepare and send Buyer Representation Agreements and RECO Guides.
  • Assist with scheduling showings, coordinating appointments, and managing post-deal documents.

Listing Agent Support

  • Monitor & manage the lead listing agent’s email.
  • Conduct multiple daily check-ins to ensure the lead listing agent addresses urgent communications.
  • Provide real-time updates and support as needed to keep the agent’s workflow efficient.

Marketing, Communication, and Event Support

  • Utilize Canva and MailChimp templates to create marketing materials for agents.
  • Draft, print, and coordinate letter drops targeting buyers and sellers.
  • Assist with event preparation, managing checklists, and organizing timelines.
  • Support quarterly client events (e.g., Home Shows, holiday gifting).
  • Oversee open house logistics, including setup, teardown, and supply coordination.
  • Maintain the team website by ensuring listings, sales, and supporting materials are regularly updated.

Team Support

  • Provide support to the team with essential systems such as Follow Up Boss, REALM, Webforms, and DocuSign.
  • Identify opportunities to refine processes and contribute ideas for team growth.
  • Maintain and update checklists for the role to ensure systems are efficient and well-documented.
  • Perform daily office maintenance tasks to uphold a professional and welcoming work environment.

Client Relationship Management

  • Maintain and update the Follow Up Boss (FUB) CRM by tracking leads and clients through various stages, including setting up automated plans.
  • Draft and distribute mass communications such as newsletters and other client updates.
  • Source and organize client gifts and thoughtful gestures to strengthen relationships.
  • Serve as the primary point of contact for clients during the listing process, handling scheduling and key details.
  • Provide concierge-level support to clients from the moment their home is sold (or purchased) through to closing.

Please understand that our expectations are high. We kindly ask that you only apply for this role if you have the necessary 2+ years working for a Realtor or real estate team doing 50+ transactions a year.

We need someone who has a proven track record of working in a fast paced real estate environment and we are willing to compensate accordingly.

Job Type: Full-time

Pay: $75,000.00-$90,000.00 per year

Flexible language requirement:

  • French not required

Experience:

  • Realtor or real estate team admin: 2 years (required)

Licence/Certification:

  • OREA real estate license (preferred)
  • Ontario driver's license (required)

Work Location: In person

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