Part-time Office Administrator

What we're looking for

We are seeking a personable and organized Receptionist/Administrator to join our team and ensure the smooth operation of our real estate office. This vital role combines front desk responsibilities with administrative support, creating a welcoming environment for both clients and agents. The position would need availability for evenings and weekends. The ideal candidate will be energetic, detail-oriented, great at working as a team and possess a passion for providing exceptional service while managing multiple tasks efficiently. Your positive attitude, exceptional phone manners, and proactive approach will help foster a professional atmosphere that keeps our brokerage running seamlessly.

Duties

Reception & Client Service

• Answer and direct incoming calls through the multi-line telephone system in a professional and timely manner.
• Greet and assist clients, visitors, REALTORS®, staff, and other guests entering the office.
• Provide a welcoming, professional first point of contact for the brokerage.
• Respond to general inquiries and direct questions to the appropriate REALTOR®, broker, or staff member.
• Page and communicate with REALTORS® as required throughout the day.
• Assist with maintaining a positive, professional, and service-focused office environment.

Office Administration

• Receive, sort, organize, and distribute incoming mail and correspondence.
• Track incoming and outgoing packages and courier deliveries.
• Maintain accurate records of office keys and coordinate key sign-outs and returns.
• Assist with general filing, data entry, photocopying, scanning, printing, and other administrative tasks.
• Monitor and maintain office supplies and notify appropriate staff when replenishment is required.
• Assist with various administrative projects and tasks as assigned by management.
• Maintain confidentiality when handling client, REALTOR®, transaction, and brokerage information.

Real Estate Administrative Support

• Provide administrative assistance to the brokerage’s REALTORS® and Broker/Manager as required.
• Assist the Broker with loading and maintaining real estate listings in applicable systems.
• Assist REALTORS® with preparing and processing offers and other real estate documentation under the direction of the appropriate REALTOR® or Broker.
• Assist with administrative components of transactions and ensure required information is organized and routed to the appropriate person.
• Assist REALTORS® with accessing and using the BrokerBay system, including paging agents and communicating showing-related information as required.
• Help coordinate and communicate information between REALTORS®, the Broker/Manager, clients, and other parties when appropriate.
• Provide general administrative support to help REALTORS® and brokerage staff operate efficiently.

Office & Reception Area

• Maintain a clean, organized, welcoming, and professional reception area and front office.
• Ensure visitors and clients are directed appropriately and receive prompt assistance.
• Monitor the general appearance and organization of shared reception and administrative areas.
• Assist with meeting room organization and general office presentation as required.
• Support a professional office environment that reflects the brokerage’s brand and standards.

Teamwork & Communication

• Work collaboratively with REALTORS®, brokers, managers, and administrative staff in a fast-paced office environment.
• Manage multiple priorities and interruptions while maintaining accuracy and professionalism.
• Communicate clearly and courteously with REALTORS®, clients, vendors, couriers, and members of the public.
• Demonstrate initiative and willingness to assist team members when priorities shift.
• Remain calm, organized, and solution-focused during busy periods.
• Contribute positively to a team-oriented workplace and support the overall success of the brokerage.

Skills

• Exceptional telephone manners and professional communication skills
• Previous experience working in a professional office environment
• Strong organizational skills with excellent attention to detail
• Proficiency with Google Workspace/Google Suite
• Proficiency with Microsoft Office programs, including Word, Excel, and Outlook
• Real estate industry experience preferred
• Previous law office or legal administrative experience considered an asset
• Familiarity with real estate platforms and systems such as Matrix, Realm, Supra One, DocuSign, DigiSign, GeoWarehouse, and related tools
• Ability to learn new software and systems quickly
• Strong multitasking and time-management skills
• Ability to work independently while also contributing effectively to a busy, collaborative team
• Professional, friendly, and service-oriented approach when interacting with clients, REALTORS®, staff, and the public

This paid position offers an exciting opportunity to grow your administrative skills within a vibrant modern real estate environment dedicated to excellence.

Pay: From $18.00 per hour

Benefits:

• On-site parking

Work Location: In person