Real Estate Assistant
Homes & Condos Victoria
Victoria, BC

Permanent, Part Time Job Description:

The Executive Assistant is responsible for providing effective administrative and professional
support to a top-producing Victoria Realtor.

Duties include butare not limited to: maintaining files and CRM, preparing contracts, maintaining electronic documents control system, managing inquiries and requests forinformation, preparing marketing material, managing website content, maintaining social media networks,and various other administrative tasks.

Competitive compensation withthe potential for incentives and bonuses based on performance results.

Time management skills and the ability toprioritize and multi-task are essential.

Minimum Requirements

Minimum 3 years’ experience consisting of administrative support and customer service in a real estate office.

Maintain valid BC driver’s license

Minimum Required Technical Skills

Fundamental knowledge of the Real Estate industry

Proficient knowledge with computer programs including Microsoft Office (Word, Excel,PowerPoint, and Outlook)

Proficient implementation of drop box or similar file and email sharing system

Experience preparing marketing materials in Adobe Photoshop and Illustrator

Experience with basic website development and social media platforms

Experience in using Matrix and Touchbase

Minimum Non-Technical Skills

Excellent organizational skills with attention to detail and ability to manage large volumes of work, effectively multi-task and prioritize.

Excellent written and oral communication skills with proven ability to present information in a clear
and concise manner.

Ability to work with minimum supervision under pressure and time constraints.

Required to plan work to meet deadlines and unexpected situations.

Excellent problem solving and decision making skills.

Above average interpersonal skills with ability to deal with diverse clientele.

Ability to contribute to a positive team environment by working efficiently, professionally, and in a
friendly manner.

Key Contributions and Responsibilities

Accurately and promptly process all administrative transactions which may include:

Digital Database and file management

Schedulingshowings and appointments, Manage and coordinate Touch-base requests

Work-flow management including implementing and completing appropriate check-lists

Prepare contractual documents for new listings, sales, and amendments with a high
degree of accuracy.

Review client files and documents for missing or incomplete paperwork.

Maintain Customer Relationship Management (CRM) system

Prepare, input, and maintain listings on Matrix

Research potential listings, Develop comparative market evaluations, Create marketing packages

Collaborate with graphic designers, print vendors and distributors to ensure accurate and
timely production of marketing material.

Manage social media accounts including Facebook, LinkedIn, and Twitter

Coordinate required professional services for new and active listings:

Lockbox installation, Sign installation, Photography, Floor plan measurements, Inspectors

Coordinate and maintain active listings subject removal and completion dates.

Liaise and respond to inquiries in a timely and professional manner

Make recommendations to improve business efficiencies
Plan, organize and complete assigned tasks such that all tasks are completed in a timely manner and toquality standards, while at all times maintaining a high level of customer service.

Understand and comply with all regulatory and compliance requirements.

Provide additional professional support as required or assigned.


Guaranteed a minimum of 20 - 25 hours per week with a 60 day probationary period


Job Type: Part-time

Salary: $20.00 to $25.00 /hour


  • Administrative Support: 3 years (Required)
  • Word, Excel, Powerpoint: 2 years (Required)
  • Social Media Marketing: 2 years (Required)
  • Real Estate Admin Support ( in BC): 3 years (Required)