Front Desk Administrator Real Estate Brokerage & Westhaven Property Management

The Front Desk Administrator provides telephone and other administrative support to the Agents and Management of a real estate brokerage office and our Property Management sector, reporting directly to the Supervising Manager. Our front desk administrator will be expected to help our real estate agents coordinate meetings along side responding to incoming inquiries from tenants and other clients in an organized and timely fashion. 

This is a great opportunity for a resourceful and self-motivated individual to join a company still in its foundational development and growing exponentially. Our Property Management team at Westhaven Property Management offers a friendly, innovative and collaborative work environment in Toronto. Our talented team drives our success, and we support each individual in fulfilling his or her potential.

Responsibilities:

  • Answer telephone using switchboard in a courteous, efficient and professional manner, routing all calls proficiently.

  • Extends hospitality to executives upon office visits and phone calls.

  • Supply appropriate information to callers, relaying messages.

  • Gain and display knowledge on a weekly basis of all regional office property listings and advertised properties ensuring calls are routed to correct agent.

  • Answering calls for management office, forwarding emails, answering emails.

General Duties and Brokerage Tasks:

  • Greet and announce visitors in a courteous, professional manner, offering refreshment to each visitor upon request.

  • Working closely with experienced property managers and real estate agents in both residential and commercial buildings

  • Working with supervisor daily on administration including mail outs, emails, filing, answering phones, stocking office inventory, etc.

  • Using iMpact, data entry of new listings into MNet, create paper listing files and work with Supervising Manager to activate new listings in a timely manner (optional) 

  • Cross-trained on all back office brokerage tasks

  • Send and receive information via Outlook (email) as well as distribute any additional information through hard copies in Agent/Staff in-boxes.

  • Maintain cleanliness and organization of the kitchen, reception and conference room areas before and after each meeting, as well as at opening and closing of the office. Work with Brokerage/ Management Staff to keep all office areas neat, clean and organized.

  • Maintain a conference room schedule, reserving rooms for client meetings and various presentations.

  • Keep monthly inventory on all office and coffee supplies and place necessary supply orders on a regular basis, keeping costs in check.

  • Handle any errors in shipments and deliveries, working with the Supervising Manager to find best solutions.

  • Process daily mail and faxes (incoming & outgoing) and possible agent mass mailings in a confidential manner. Keep fax machines supplied with paper and toner and prepare the machine on Friday for weekend use.

  • Update office roster(s), verifying new agent or staff information with Supervising Manager.

  • Perform other duties as assigned by Management and Brokerage

Required Knowledge and/or Experience:

  • Proficient in Microsoft Office 

  • Strong organizational skills, written and verbal skills, and attention to detail

  • Self motivated - performs with little direction - desire to progress to higher level staff positions

  • Desire to bring out the best from a variety of personalities

  • Professional front office appearance, dress and demeanor

  • 1 Year Admin Experience, Post-Secondary Diploma 

  • Drivers License Required