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Administrative Assistant-Real Estate

North York - ON, Ontario,CANADA
Job ID
Devron Developments Inc.
Job Category
Administrative Support
Posting Date
June 25, 2020
Expiry date
December 25, 2020
$24.18/ Hr


Devron is in search of an exceptional Administrative Assistant- Real Estate to join our team. The culture at Devron is extremely flat, encouraging autonomy and collaboration across all roles and a strong sense of team. Reporting to the Controller, the Office Manager will be the lifeblood of the organization managing day-to-day operations in the office while supporting all departments.


Salary: $24.18/hr for 35 hours/week

1 Vacancy

Start Date: As soon as possible




  • Act as the first point of contact in person, via phone and through e-mail

  • First point of contact for any questions from customers, vendors or general inquiries

  • Assist with health and safety procedures

  • Manage and maintain all office hardware and supplies including ordering supplies and managing maintenance contracts

  • Oversee day to day maintenance of the office by creating and enforcing policies

  • Manage incoming or outgoing mail

  • Assist with managing boardroom and calendars as requested

  • Help prepare memos, letters and power point presentations as directed

  • Manage and plan corporate and public events such as quarterly events, monthly in-house team events, birthday events for staff, cultural building initiatives and corporate social responsibility (CSR).

  • Arrange ordering and delivering of office groceries each week and keeping stocked.

  • Experience using CRM software (Avesdo)


  • Manage project accounts payable (AP) from start to finish, including all vendor communications and entry into various accounting software

  • Co-ordination with vendors regarding credit applications, banking details, account reconciliations, rectifying errors and opening and closing of accounts

  • Adhere to strict deadlines for month end accounting close including managing teams deadlines relating to accountingAssist accounting team with monthly payment process

  • Other duties as assigned by the controller


  • Act as the first point-of-contact for current customers on inquiries related to the projects

  • Draft legal documents related to purchaser amendments

  • Coordinate relevant key communication pieces for all purchasers, including but not limited to; occupancy letters, unavoidable delay notices and Tarion notifications

  • Dissemination of homeowner email communication “Periodicals” and managing responses

  • Assist with various departmental projects


  • Monitor and respond to all incoming inquiries on Devron projects; foster relationships with appropriate sales brokerage to relay information and stay up to date on responses

  • Online Community Management: monitor Devron social media channels for public remarks, ensure that Devron residences are not found on MLS, Kijiji or other listing platforms

  • Coordinate elements of new “office” set-up & tear-down for current and future projects (Sales Offices, Customer Care Office etc.); securing cleaners, ordering supplies, managing internet and phone service

  • Assist with public-facing events; attendance management, vendor and collateral coordination

  • Send , internally developed mass project marketing email communications and managing responses

  • Assist with awards entries for new projects (industry and Sales & Marketing)

  • Assist with various departmental projects


  • Prepare all documents to be sent with the contract

  • Incorporate critical docs, award meeting notes within the contract body

  • Ensure the current sets of drawings are included within the contract docs

  • Request schedule of values, form 1000, WSIB and certificates of insurance

  • Residential real estate development experience on large projects ($50 million +)


  • Proven office management experience

  • Strong working knowledge of Microsoft Office, Quickbooks and Beanworks

  • Excellent interpersonal skills, with emphasis on communication; both verbal and written

  • Ability to follow directions, learn quickly and work independently

  • Excellent organizational skills with an ability to multitask

  • Attention to detail and accuracy

To be successful in this role you will need to be a passionate and enthusiastic individual who relishes the chance to take ownership of this role and make it their own.