Administrative Assistant - Client Settlement & Support Coordinator

Carole Yang Personal Real Estate Corporation

Job Title: Administrative Assistant - Client Settlement & Support Coordinator

Terms of Employment: Permanent Position

Wage: $35.00 per hour  

Working hours: 30 hours per week

Location of work: Vancouver, BC V6P 1P9

Language of work: English

Job Description:

The Client Settlement and Support Coordinator is key in ensuring a smooth transition for clients after completing real estate transactions. The job duties include client management and communication, database management, office supplies management, client support, sales and listings preparation, paperwork processing, special needs assistance, and report and content creation. The ideal candidate is highly organized, detail-oriented, and customer-focused, with strong communication skills to guide clients through the settlement process efficiently and professionally.

Job Duties:

• Prepare business documents such as brochures, quotations, and invoices, supporting the company’s operational and marketing efforts
• Maintain office supplies, manage inventory, and ensure smooth office operations
• Support marketing initiatives by assisting with property listing materials, pre-listing presentations, and compliance documentation
• Answer, screen, and forward incoming calls/emails, ensuring timely responses to all inquiries and direct them to the appropriate realtor
• Greet visitors and clients warmly, ensuring a welcoming and professional environment
• Schedule and confirm appointments and meetings for clients and company personnel, ensuring efficient time management
• Serve as the primary point of contact for clients, providing timely updates and addressing inquiries throughout the settlement process
• Prepare, organize, and submit settlement-related documentation such as purchase and sale agreements, disclosure documents, and any required paperwork to relevant parties
• Prepare and upload property listing materials, including pre-listing presentations, listing agreements, and disclosure documents, ensuring compliance with company and legal requirements
• Coordinate and manage settlement tasks, including property handovers, move-in arrangements, and scheduling appointments
• Assist clients with property-related administrative processes, ensuring compliance with provincial real estate regulations.
• As value-added services, this role must have the knowledge to provide new immigrant clients (especially first home buyers in Canada) with valuable information and guidance on appropriate channels regarding Canadian settlement services, such as English language courses, nearby schools for their children, and various government social services.
• Maintain an up-to-date client database, tracking settlement progress and ensuring ongoing support beyond the initial transaction
• Address and resolve any issues that arise during the settlement process, working closely with relevant stakeholders to ensure a successful outcome

Employment Requirement:

• A minimum bachelor’s degree
• At least 3 years of experience in settlement services, real estate, customer service, or a related industry
• Class 5 driver’s licence and proof of safe driver’s abstract from ICBC
• Fluency in English is required; proficiency in Chinese is an asset but not mandatory
• Strong interpersonal and communication skills, with the ability to provide personalized solutions and address client concerns effectively
• Exceptional time management, attention to detail, and multitasking skills to ensure tasks are completed accurately and efficiently
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with client management software or CRM tools is preferred
• Understanding of real estate contracts, settlement procedures, and client service management is an advantage
• Ability to work independently in a fast-paced environment, as well as collaboratively with a team.
• Strong customer service orientation, dedicated to delivering excellent client experience

How to Apply:

Please send resume to: carolesyang@gmail.com

Preference for this position will be given to Canadians, permanent residents, new immigrants, aboriginals, youth, older workers, and people with disabilities, who have the appropriate experience.

Intended job posting audience: Anyone legally working in Canada can apply for this job.

Qualified applicants should send a detailed resume to the email address provided above.