PH - Real Estate Administrative Assistant; British Columbia

About the Role

Do you have experience working as an Executive Assistant, Administrative Assistant, or in a similar administrative support role? If you are highly organized, detail-oriented, proactive, and comfortable managing multiple priorities, this role may be a strong fit for you.

As the Executive Assistant to our client
, you will provide day-to-day administrative, operational, and client support for Jennifer’s real estate business. You will play a key role in keeping listings and transactions organized, maintaining client relationships, managing referrals, coordinating schedules and communications, and ensuring important tasks and deadlines are handled efficiently.

The ideal candidate is someone who can work independently, anticipate needs, follow through on tasks, communicate professionally, and maintain a high level of accuracy and organization in a fast-paced, client-focused environment.

Experience supporting a real estate agent, broker, executive, business owner, or similar professional is highly preferred. Familiarity with real estate transactions, listing coordination, MLS platforms, CRM systems, and client management processes is a strong advantage.

Key Responsibilities

• Prepare, organize, and maintain listing paperwork and required documentation.
• Coordinate with photographers, videographers, floorplan providers, and other media vendors as needed.
• Schedule and track listing-related appointments and deliverables.
• Upload, update, and maintain accurate property information in the MLS.
• Review listing information for accuracy and completeness.
• Coordinate with clients throughout the listing process and provide timely updates.
• Ensure required listing documents are completed and submitted for brokerage compliance.
• Monitor listing-related deadlines and proactively address outstanding requirements.

• Prepare offer documentation and assist with contract-related administrative tasks.
• Track important transaction milestones, deadlines, contingencies, and required documentation.
• Maintain organized transaction files and records.
• Coordinate with clients, agents, brokers, lenders, title/escrow companies, and other transaction stakeholders as needed.
• Provide clients with timely updates throughout the transaction lifecycle.
• Follow up on outstanding documents, signatures, approvals, and conditions.
• Ensure transaction documentation is submitted accurately and on time for brokerage compliance and commission processing.
• Maintain accurate records of completed and pending transactions.

• Maintain accurate and up-to-date client information in the CRM.
• Record client interactions, activities, follow-ups, and important notes.
• Set up and manage automated email drip campaigns and client nurture sequences.
• Schedule and track client follow-ups to ensure consistent engagement.
• Coordinate personalized client touches, including birthday cards, holiday greetings, and other appreciation initiatives.
• Help maintain strong client relationships and support client retention efforts.
• Identify opportunities for follow-up and proactively remind Jennifer of important client activities.

• Track incoming and outgoing client referrals using an organized tracking system.
• Maintain accurate referral records, including referral source, recipient agent, dates, status, and outcomes.
• Communicate with referred agents and partners to monitor referral progress.
• Follow up regularly on outstanding or inactive referrals.
• Maintain documentation related to referral agreements and transactions.
• Provide Jennifer with regular updates and reports on referral activity and outcomes.

• Manage and organize Jennifer’s inbox, including…