Job Summary
We are seeking a highly organized and detail-oriented Administrative Assistant to support our Notary Public office operations. The ideal candidate will possess strong clerical skills, excellent communication abilities, and proficiency with various office software. This role is essential in maintaining smooth daily functions, managing correspondence, and providing exceptional customer service to clients and staff alike.
Duties
- Manage front desk responsibilities, including greeting visitors and answering the office phone system with professionalism and courtesy
- Maintain filing systems both electronically and physically, ensuring documents are organized and easily accessible
- Assist with appointment scheduling, calendar management, and coordinating meetings
- Proofread documents for accuracy and clarity before distribution
- Provide customer support via phone, email, or in person, demonstrating excellent phone etiquette and customer service skills
- Receiving payments, recording receipts for services
- Support team members with clerical duties such as photocopying, faxing, and organizing supplies
- Preparing and organizing client file materials, including opening files, updating client information, maintaining a diary system, and responding to general inquiries
- All file reporting, including, but not limited to, dealing with final reports to banks, STCs, holdbacks, and reports to clients, realtors, lenders, etc.
- Order necessary documents, including payout statements, tax searches, strata forms and supporting materials
- Conducting client intake
- Day-to-day conveyancing of sales, refinances and purchases
- Reviewing and analyzing real estate contracts
- Communicating with sellers and buyers of properties for sale and/or purchase
- Preparing files for signing, registration and reporting
Qualifications
- Prior experience in an administrative or conveyancing role preferred
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook)
- Strong computer skills with the ability to learn new software quickly
- Excellent organizational skills with attention to detail and accuracy in data entry and proofreading
- Exceptional customer service skills with a friendly demeanor and good phone etiquette
- Strong typing skills with the ability to produce error-free documents efficiently
- Experience with filing systems—both digital and physical—is preferred
- Demonstrated ability to handle multiple tasks simultaneously while maintaining professionalism under pressure
- Willing to learn about real estate, business, and wills and estates
Pay: $20.00-$25.00 per hour
Benefits:
Work Location: In person
