Real Estate Office Administrator
KW Toronto
Toronto, ON CA
Posted ago
KW Toronto

Reporting to the CEO and serving as a member of the Management Group, this position's primary responsibility is ensuring organizational effectiveness by providing leadership for the organization's operational functions and office staff and sales representative. Working with the management team, the position also contributes to the development and implementation of organizational strategies, policies and practices.

You act as a gatekeeper; vendors, salespeople and even clients must pass you to gain entry and face time. The Office Administrator works full-time and are sometimes called upon to work later and/or on weekends to accommodate the needs of the Group. In some cases, the Office Administrator may be asked to accompany their Manager to out of town meetings.

  • Manage all systems for sellers, buyers, lead generation, database management, information management, marketing, schedule and back-office support
  • Responsible for all financial systems, including maintaining the books, paying the bills, handling payroll, ensuring the collection of commissions, maintaining the budget and generating financial reports
  • Assist in RECO compliance issues
  • Use Webforms to create/use Deal Packages and retrieve documents
  • Use Nexone/Faltour to process all deals
  • Ordering photos/virtual tours
  • Prepare and bind CMA’s as needed
  • Prepare documentation for market review for Agents
  • Set reminders on tasks and duties in Google Calendar and TimeCave
  • Monthly schedule for facility Manager, Cleaner, Superintendent and Property Manager
  • Act as back-up for the other position when required.
  • Oversight of all listings written by the Group – from pre-list to sale – upload to MLS
  • Oversight of all buyers signed by the Group – from contract to sale – Register to MLS
  • Type offers, waivers and amendments as needed
  • Open new Listing and Buyer files following the checklists
  • Maintain an impeccable filing system for all office listings, buyers signed, monitoring expired BRAs, sold, cancelled transactions, expiration of BRA + Listing contract reminders on Top Producer, etc.
  • Sort paperwork (waivers, amendments, new deals, etc.) and process most urgent first (typically processed in closing date order)
  • Prepare cancel/relist package for Agents

Key Knowledge/Skills:

  • Strong written and verbal communication skills
  • Exceptional organizational and project management abilities
  • Solid leadership capabilities
  • Bookkeeping skills
  • A sense of urgency
  • Client-centric attitude
  • 3 – 5 years of administrative experience
  • Computer Skills

Proficient at high level on Toronto MLS, Webforms, Easy Offer, QuickOffice,, Quickbooks, Microsoft Word, Top Producer, Excel, Outlook, general website servicing and general anti-virus servicing.

About KW Toronto

In 2005 I reached the goal of becoming a Sales Representative, gaining my licence in that year, but I couldn’t stop there! My love for this business, for people, and the desire to help everyone find their spot in a community that they can call home, was the fire that just kept burning. By 2007 I became a licenced Broker, and moving to more recent times, I am the Proud Owner of a KW office and a phenomenal Team.

As it is for all business owners, I am constantly trying to make the current year the “best year yet!” and that has not changed. Our mission is to deliver excellent customer service and 100% satisfaction to each and every one of our clients in their Real Estate endeavors.

My vision is to continually grow as a company, team, and community and also personally so that we can unite the businesses of Toronto – making a difference and having a lasting and positive impact on everyone we come in contact with.

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