Operations Director/Administrator

We are seeking a highly organized, proactive, and detail-oriented Administrative Assistant to join our team. In this role, you will serve as the backbone of our daily operations, supporting management, managing office communications, and ensuring a seamless experience for our clients and team members. The ideal candidate is a stellar communicator who thrives in a fast-paced environment and can manage multiple priorities with a positive attitude.

Primary Objectives:

1. Build, implement, and manage all systems for sellers, buyers, lead generation, database management, information management and back office support;

2. Responsible for all systems, including maintaining , handling your payroll, maintaining the budget, entering expenses into CTE;

3. Oversee all contracts though closing including making sure all team members have conditions on their calendars?

4. Create and maintain operations manual that documents all systems and standards;

5. Responsible for hiring, training, consulting, and holding accountable all additional administrative team members;

6. Plan yearly marketing and client events;

7. Maintains all team filing systems (listing, contract, legal, correspondences) and computer databases This includes making sure that all reference material and forms are available and current;

8. Responsible for keeping the team leader informed regarding any problems or issues that need to be handled;

Regular Work Activities:

1. System development, implementation, and management;

2. Information management;

3. Responsible for all listings from start to finish including scheduling photos, paperwork, lockboxes, and Matrix input;

4. Oversite of contracts thought closing;

5. Customer/vendor relations;

6. Bookkeeping;

7. Leading administrative team members as appropriate;

8. Responsible for obtaining client testimonials and referrals and maintains file of testimonials;

9. Maintains database by imputing leads from team, sourcing leads, assigning them for follow up and then entering them for ongoing tracking;

10. Ordering just listed/just sold and farming cards;

11. Database management including sending out monthly newsletters;

12. Client event management, 4 events / year and running social media campaigns, arranging for yearly mailings of calanders, ect.

13. Signing up new agents and arranging for their photos and business cards.

Key Skills:

1. Strong written and verbal communication skills;

2. Exceptional organizational and project management abilities;

3. Bookkeeping skills;

4. Great ability to focus;

5. Concerned about doing things the right way;

6. Calm under pressure;

7. Learning based;

8. Service-based attitude;

9. Proven ability to succeed.

Job Types: Full-time, Permanent

Pay: From $52,000.00 per year

Benefits:

• Company events

Ability to commute/relocate:

• Kanata, ON K2M 2G9: reliably commute or plan to relocate before starting work (required)

Experience:

• sales: 3 years (preferred)

Work Location: In person