Office Administrator

Company Summary:
Blair Blanchard Stapleton (BBS) Limited, Real Estate Brokerage, founded in July 1995 by David Blanchard, Gary Stapleton, and Drew Blair, has become a multi-million-dollar firm leading the I.C. & I industry in the Greater Hamilton Bay area. With 21 expert sales representatives, the firm excels in industrial sales and leasing, land sales, office leasing, retail & investment real estate, and appraisals. Their comprehensive approach ensures seamless coordination of all sales and lease transactions. They expanded in July 2012 with a second office in Burlington, continuing their full-service commercial real estate operations. In 2023, Blair Blanchard Stapleton celebrated 28 years in business.

Office Administrator:
This multi-faceted, hands-on, in-office role involves overseeing the daily operations of a busy commercial real estate brokerage and ensuring seamless, organized administrative processes. Reporting directly to the Office Manager and indirectly to the Broker of Record and Company Partners, the successful candidate will provide administrative support to a team of 21 agents and brokers, contribute to a positive culture and work environment, and comply with all OREA, RECO, TRESA, FINTRAC, and Human Resource regulations. A high degree of efficiency, organization, maturity, confidentiality, and effective conflict resolution skills are essential for this position.

Key Responsibilities:

1. Be the client’s first impression at our reception desk. Answer all incoming calls and greet clients with professionalism and urgency.
2. Complete all day-to-day administrative responsibilities with a high degree of accuracy and attention to detail.
3. Inventory and maintain office supplies to ensure efficient workflow.
4. Ensure the smooth operation of all office infrastructure, equipment, and IT systems.
5. Coordinate all office functions, including quarterly Lunch & Learn sessions and social events.
6. Act as the point person for all RECO correspondence and updates.
7. Handle all signage orders.
8. Organize and maintain office paper files with 100% accuracy.
9. Facilitate smooth and professional communication between all Agents/Brokers and Marketing/Deals administration.
10. Uphold the highest standards of professionalism and ethics.

Qualifications:

1. Proven experience in a similar role within the real estate industry.
2. Excellent problem-solving, organizational, and multitasking abilities.
3. Experience with MLS broker loading, website maintenance, Publisher, and PowerPoint is a definite asset.
4. Experience with Lonewolf (Back Office and Transaction Desk) is a definite asset.
5. Good working knowledge of RECO, TRESA, and FINTRAC regulations and compliance.
6. Exceptional communication and interpersonal skills, with comfort working in a multi-level management environment.
7. Tech-savvy, with proficiency in Microsoft Office Suite.
8. Responsible, reliable, and committed to punctuality and daily in-office presence.
9. Reliable transportation is essential.

Education and Experience:

1. A degree or college diploma in Business Administration or a related field.
2. A minimum of 2 years’ experience in office administration and/or marketing administration within the real estate sector is preferred.

We sincerely appreciate your interest in joining our organization and taking the time to submit your application. Please note that due to the high volume of applications we receive, we are only able to follow up with candidates who are selected for further consideration. Thank you for understanding.

Accommodations are available on request for candidates participating in the selection process; please let us know if you require a specific accommodation.

BBS is committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, colour, creed, religion, sex, pregnancy, national origin, ancestry, citizenship status, age, marital or partnership status, sexual orientation, gender identity or expression, disability, genetic predisposition, veteran or military status or any other class or status in accordance with applicable federal, provincial, and local laws.