Real Estate Assistant

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Kirby Cox & Associates, one of Calgary’s top real estate teams, is looking for a highly organized and detail-oriented Administrative Coordinator to join our team. This role is essential in ensuring smooth real estate transactions, efficient office operations, and outstanding client service.

Key Responsibilities

Reception & Communication

• Answering phones, checking and responding to voicemails.
• Able to manage a high-volume of emails and distribute as required.

Purchase & Sale Conveyancing

• Preparing and sending correspondence to lawyers, clients, and Realtors.
• Coordinating home inspections, possession dates, and move-in/move-out reminders.
• Managing Outlook calendars

Payroll & Accounting

• Processing payroll and staff expenses.
• Bookkeeping for team budget, actuals, and commissions (Excel-based).
• Preparing documentation for GST returns and liaising with the bookkeeper.
• Paying monthly invoices and reconciling expenses.

Client Database & Marketing Support

• Maintaining and updating client database across all team members.
• Sending client anniversary cards and managing annual calendar mailouts.
• Preparing targeted marketing lists for email campaigns.

Marketing & Social Media

• Assist in Social Media and Graphic Design
• Familiar with programs such as Canva & Constant Contact
• Experience with lead generation systems and Drip Campaigns

Qualifications

• Previous experience in real estate conveyancing, administration, or bookkeeping preferred.
• Strong organizational skills with the ability to manage multiple deadlines.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office (Excel, Outlook, Word) and comfort learning new systems.
• High attention to detail and commitment to accuracy.
• Team-oriented, dependable, and client-focused.

What We Offer

• A supportive, professional, and collaborative team environment.
• Training and resources to help you succeed.
• Competitive compensation.
• Opportunity to work with one of Calgary’s most respected real estate teams.

Job Type: Full-time

Pay: From $45,000.00 per year

Work Location: Hybrid remote in Calgary, AB T3A 5K8