Job Overview

We are seeking a dedicated and detail-oriented individual to join our team as an Office Administrator. This role is essential in supporting brokerage operations by ensuring administrative compliance and accuracy across various tasks, while fostering a professional and welcoming environment for REALTORS®, staff, clients, and partners. The ideal candidate will be adept with platforms such as Microsoft Office and Google Suite, possess robust communication skills, and thrive in a fast-paced environment.

Duties & Responsibilities

- Answer all incoming calls and handle caller’s inquiries whenever possible
- Receive, direct, and relay telephone messages, fax messages, and emails
- Provide word-processing and secretarial support
- Greet, assist, and/or direct REALTORS®, students, visitors, and the general public
- Pick up and deliver mail, arrange for couriers
- Open and date stamp all general correspondence and mail.
- Assist with maintaining adequate inventory of office supplies
- Assist with the management of conference room scheduling.
- Assist in ensuring the office is neat and tidy including conference rooms and bullpen areas
- Prepare all documents including reports, spreadsheets, correspondence, meeting minutes, presentations in an accurate and timely manner as required
- Assist with checking all listings thoroughly; Ensuring the proper documentation, BCFSA forms, disclosures and FINTRAC/CREA forms are received and completed and other supporting documentation
- Listing upload and deal checks
- BC Online - provide REALTORS® support via online search services such as Strata Plans, Title Searches, Covenants, Leases etc when needed
- Sending all listings and following their process, including but not limited to, broker loading
- Planning and organizing training sessions as required
- Adding or removing REALTORS® from systems, databases etc. as they join/leave office.




- Keeping adequate credit card records for REALTORS®
- Monthly & Quarterly billing assistance.
- Liaison with Accounting with respect to monthly billing, A/P and collections
- Assist with corresponding with Building Management when needed
- Depositing Buyers cheques/Drafts when required
- Assist with the printing of cheques when required
- Coordinate the preparation, review, approval, and distribution of the weekly newsletter to REALTORS® to ensure timely communication of important updates and information
- Provide assistance to Management and Managing Broker as required
- Support other offices as required
- Provide assistance to Conveyancer as required
- Respond to important messages, calls, and emails
- Respond promptly in an efficient manner
- Maintain a high degree of discretion and confidentiality
- Dress appropriately for work (business casual attire)
- Perform other related duties as required

Qualifications:

Required Knowledge, Skills, Abilities:

- Exceptional verbal and written english communication skills
- Ability to manage competing priorities in a fast-paced environment
- Demonstrated computer skills
- Flexibility to work additional hours as required

Required Training and Experience:

- High School Diploma or equivalent
- A minimum of 1 year Administrative experience
- Experience in a Real Estate setting is considered an asset

Pay: $39,520.00-$43,680.00 per year

Benefits:

- Dental care
- Extended health care
- On-site parking

Ability to commute/relocate:

- Vancouver, BC V6M 4J7: reliably commute or plan to relocate before starting work (required)

Application question(s):

- Are you legally allowed to work in B.C.?
- Are you comfortable using English in a professional environment?
- Do you have experience in a Real Estate Setting?

Education:

- Secondary School (preferred)

Experience:

- Administrative: 1 year (required)

Work Location: In person

📌 Office Administrator (Canada)
🏢 Team 3000 Realty
📍 Canada