Administrative Assistant, Commercial Real Estate

Urban Reform Immobilier is seeking an organized, detail-oriented and dependable Administrative Assistant to support our commercial real estate brokerage team.

This is a hands-on administrative position focused on trade records, data entry, document management and general administrative support, with an additional component of marketing and communications support.

Urban Reform Immobilier is seeking an organized, detail-oriented and dependable Administrative Assistant to support our commercial real estate brokerage team.

This is a hands-on administrative position focused on trade records, data entry, document management and general administrative support, with an additional component of marketing and communications support.

• Create and complete trade records using information provided by brokers.
• Collect required transaction documents from brokers and follow up on outstanding items.
• Ensure documents are properly named, organized and filed in the appropriate transaction files.
• Maintain accurate and up-to-date client, property, landlord and transaction information in the company’s CRM and internal systems.
• Follow established procedures and checklists to ensure files are complete and properly maintained for compliance purposes.
• Flag missing or incomplete documentation to the appropriate broker or Agency Executive Officer (AEO).
• Prepare and format correspondence, documents, presentations and spreadsheets.
• Assist with electronic signatures, PDFs, shared drives and general document management.
• Provide general administrative support to brokers and management.

• Prepare LOIs and coordinate broker/client review, approval, signature and follow-up.
• Coordinate broker travel, hospitality, event registrations and expense submissions.

• Support assigned brokers on tenant representation and other mandates, including kick-off, strategic and recurring client meetings.
• Prepare and maintain accurate leasing and tracking reports for landlord and tenant mandates.
• Attend client meetings as required, record notes and action items, and coordinate follow-ups.

• Prepare commission agreements and coordinate broker/landlord review and signature.
• Maintain executed commission agreements within the company filing system.

• Update and modify existing company templates for marketing materials, presentations, brochures, signage and other communications.
• Make basic design and formatting updates using Canva and Adobe InDesign.
• Prepare and distribute Mailchimp campaigns based on established company templates and content provided by the team.
• Maintain and regularly update Mailchimp distribution lists, client databases and contact information.
• Coordinate with team members to obtain information, images and content required for marketing materials and campaigns.
• Ensure materials follow established company branding and formatting standards.

• College diploma, CEGEP credential, or University degree preferably in administration, business, marketing, communications or a related field.
• Fully bilingual in French and English, both written and spoken.
• 2+ years of administrative experience; experience in real estate, brokerage or professional services is an asset.
• Strong organizational skills and attention to detail.
• Strong working knowledge of Microsoft Office.
• Experience with Canva and Mailchimp.
• Working knowledge of Adobe InDesign.
• Experience with CRM or database systems as well as real estate transaction documentation, Centris and OACIQ forms is an asset.

At Urban Reform Immobilier, real estate is about more than the transaction. It’s about people, partnerships and…