Pontis Realty Inc., Brokerage is seeking an organized, professional and proactive Front Desk & Administrative Coordinator to support the day-to-day operations of the brokerage. This position will serve as a key point of contact for agents, clients, visitors and management while providing administrative, real estate coordination and basic marketing support. The ideal candidate is highly organized, comfortable working in a fast-paced real estate environment, takes pride in providing excellent service and can confidently manage multiple responsibilities while knowing when matters should be escalated to management.

Front Desk & Client Service

- Greet and welcome agents, clients, visitors and vendors in a friendly and professional manner
- Answer, screen and direct incoming telephone calls accurately and professionally
- Take and distribute messages and correspondence as required
- Respond to general inquiries from agents and clients and direct more complex matters to the appropriate team member
- Maintain a high standard of customer service when assisting agents and their clients
- Receive deposits and issue receipts in accordance with brokerage procedures
- Receive, track and distribute commission and client cheques
- Book and manage boardrooms, meeting rooms and office appointments
- Maintain a professional, organized and welcoming reception area
- Escalate unresolved concerns or sensitive matters to the Operations Manager or Broker of Record

Brokerage & Administrative Support

- Provide day-to-day administrative support to brokerage management and agents
- Manage and respond to general agent inquiries and direct requests appropriately
- Assist agents with common brokerage systems and office resources, including BrokerBay, skyslope, email access, printers and internal systems
- Organize and maintain digital files, forms, documents and internal resources
- Assist with data entry, spreadsheets, databases and contact lists
- Prepare basic documents, correspondence, presentations and internal communications
- Assist with printing, scanning, copying, filing and document preparation
- Receive, sort and distribute mail and deliveries and coordinate outgoing couriers
- Track agent supplies and services using shared spreadsheets for monthly billing
- Monitor office supplies and coordinate restocking when required
- Work with IT support when necessary to help ensure office equipment and technology are functioning properly
- Maintain brokerage calendars, training schedules, meetings and internal events
- Communicate brokerage updates, reminders, deadlines and upcoming events to agents
- Follow Pontis Realty policies and procedures and seek clarification from management when necessary

Real Estate & Listing Administration

- Enter information for new listings and complete required updates and status changes within established deadlines
- Input and update property listings on MLS/ITSO real estate boards, brokerage systems and other applicable platforms
- Assist agents with preparing and organizing listing documentation and marketing materials
- Upload and organize listing photos, documents, property information and approved marketing assets
- Assist with BrokerBay listing setup, showing information and appointment coordination




- Assist with booking and confirming appointments accurately
- Assist with preparing offers, amendments, waivers and other real estate documentation under appropriate brokerage direction
- Maintain organized listing and transaction-related files
- Assist with feature sheets, brochures, open-house materials, signage and other listing collateral
- Coordinate with agents to obtain missing listing information, documents, photos and approvals
- Ensure marketing materials follow established Pontis templates and contain required brokerage information
- Develop a working understanding of RECO advertising and marketing requirements
- Identify and flag potential compliance concerns for management or the Broker of Record rather than independently making compliance determinations

Agent Support

- Serve as a reliable first point of contact for agents requiring routine office assistance
- Help agents access brokerage resources, forms, templates, marketing materials and training information
- Assist agents with basic administrative and technology-related questions
- Coordinate requests for business cards, signage, feature sheets and other print materials
- Assist with new-agent onboarding and administrative setup
- Maintain and update agent information within applicable brokerage systems
- Help communicate upcoming brokerage meetings, trainings, events and deadlines
- Provide a high level of service while recognizing that every Pontis agent and their clients represent the brokerage

Basic Marketing Support: This position will support the execution of established marketing initiatives under the direction of the Marketing Department and brokerage management.Responsibilities may include:

- Use Canva to make basic edits to existing Pontis templates
- Create and update simple social media graphics, event flyers, open-house materials, agent announcements and brokerage communications
- Assist with feature sheets, brochures, flyers, signage and other approved marketing collateral
- Resize and format approved content for social media, email and other digital platforms
- Assist with basic social media posting and content coordination when required
- Organize photos, videos, graphics, logos, templates and other marketing assets
- Assist with email newsletters, brokerage announcements and email campaigns
- Organize contact lists, links, campaign information and marketing assets
- Assist agents with accessing approved marketing templates and resources
- Use AI tools such as ChatGPT for basic administrative and marketing tasks where appropriate
- Maintain consistency with established Pontis branding and marketing guidelines

This is a marketing support function. Strategic marketing planning, paid advertising strategy, brand direction, content strategy, marketing training and major campaign development will remain under the direction of the Marketing Department and management. Events & Brokerage Culture





- Assist with planning and coordinating brokerage meetings, training sessions, seminars and team events
- Support major brokerage functions and events as required
- Prepare invitations, registration lists, signage, printed materials and other event resources
- Track RSVPs and communicate event reminders
- Assist with event setup, organization and coordination
- Assist with capturing basic photos or behind-the-scenes content at brokerage events when required
- Help ensure the office, lobby, boardrooms and meeting spaces remain tidy, stocked and presentable
- Contribute to a positive, qualified and collaborative brokerage environment

Professional StandardsThe successful candidate will be expected to:

- Work with agents, clients, management and colleagues in a friendly, calm and professional manner
- Treat requests with appropriate urgency, care and attention to detail
- Demonstrate pride in the brokerage and office workplace
- Follow established office policies and procedures
- Maintain professionalism and confidentiality
- Provide excellent customer service to agents and their clients
- Take initiative while understanding when management approval or direction is required
- Help identify operational issues and bring appropriate solutions or recommendations to management
- Work collaboratively with the Operations Manager, Broker of Record, Marketing Department and other staff

Ideal CandidateThe ideal candidate is:

- Highly organized with strong attention to detail
- Professional, approachable and comfortable interacting with agents and clients
- Reliable and capable of managing multiple priorities
- Comfortable taking initiative without requiring constant supervision
- Strong in written and verbal communication
- Proficient with Microsoft Outlook, Word and Excel
- Comfortable using Canva
- Comfortable learning and using AI tools such as ChatGPT
- Familiar with Instagram, Facebook and other common social platforms
- Comfortable learning new brokerage software and technology
- Experience with BrokerBay, MLS/ITSO or similar real estate systems is a strong asset
- Previous experience within an Ontario real estate brokerage is strongly preferred
- Familiarity with RECO requirements and real estate advertising guidelines is an asset
- Able to work independently while collaborating effectively with management and other departments

Role Priorities Primary Responsibilities: Front desk operations, customer service, brokerage administration, agent support and office organization.

Secondary Responsibilities:

Listing administration, BrokerBay/MLS support, appointment coordination, agent onboarding and event support.

Supporting Responsibilities:

Basic Canva design, marketing-material preparation, social media assistance, email support and execution of established marketing initiatives.The successful candidate will act as an organizational hub for the brokerage, helping ensure agents, clients and management receive timely, professional and dependable administrative support while assisting with the execution of Pontis Realty's day-to-day marketing needs.

Pay: $18.00-$20.00 per hour

Expected hours: 40.0 per week

Perks

- Company events
- On-site parking

Work Location: In person

📌 Real Estate & Marketing Administrator (Mississauga)
🏢 Pontis Realty Inc., Brokerage
📍 Mississauga