Part-Time Administrative Assistant (ID:3840)

Our client, a well-known real estate company located in downtown Toronto is seeking a Part-Time Administrative Assistant to join them for about 20 hours a week to start, with potential for more hours and responsibilities. The ideal person for this position will have real estate administrative experience, but strong administrators will be considered also. This role will work out of the Bloor & Bathurst area as well as from home in a hybrid model.

What You'll Be Doing:

• Manage all transaction paperwork for all deals for all team members
• Coordinate all closings with the deal admin and cooperating brokerages
• Track all deals for all agents and report all deals to deal admin departments and general manager
• Manage all invoicing and receivables for the Brokerage
• Reconcile all accounts monthly
• Create a detailed report for the bookkeeper for reconciled accounts
• Reconcile and report all transactions to all general accounts monthly
• Create a detailed report for the bookkeeper for reconciled general accounts
• Work with agents to makes sure landlords receive their balance cheque by mail
• Record all pre construction sales with deals admin team and report to Broker
• Work and liaise with deals secretary to ensure everything is running
• smoothly on the back end and all paperwork has been submitted and all
• payments made in a timely manner to cooperating Brokerages
• Follow up with tenants on late rental payments
• Keep up to date on all correspondence to tenants
• Keep up to date records on all maintenance logs for the purposes of audits
• Help the bookkeeper and accountant with the end of year accounting

This Is What You'll Need:

• 1 to 3 years of Real Estate Deal Secretary / Administrative experience is preferred and considered an asset
• A University Degree or College Certificate in Business, Marketing, Project Management or other applicable areas of study is required
• Exceptional research, analytical, and proofing abilities for professional documents and presentations
• Strong knowledge in a major Brokerage Software including MLS & Broker Bay preferred
• Proficiency in Keynote, Pages and MAC OS is necessary for presentation development
• Working knowledge of Excel, MailChimp & WordPress
• Proven track record of successfully managing several competing deadlines with sensitive information and always doing so with a positive attitude and optimum results
• Must have up-to-date iPhone & MAC Computer
• Exceptional relationship management and interpersonal communication (oral and written)
• Good command of the English Language (oral & written)
• A positive and genuine team-player with the desire to continuously grow