About Us:

Avison Young is a global commercial real estate brokerage and advisory firm, offering transaction, management, financial and consulting services. We’ve designed our corporate structure to best serve our clients by enhancing collaboration across our organization.

Real estate can have an enormous positive impact on people’s lives – and we’re in the business of making spaces and places work better for people. Our purpose is to create real economic, social and environmental value as a global real estate advisor, powered by people.

We care about each other and we have each other’s backs. This makes AY a great place to be a client, and a great place to work. We support the whole person and their complete wellness – economic, mental and physical – because what’s best for our business comes from our people bringing their whole selves to work.

Of course we love it here, but outsiders think we’re pretty great too: Avison Young was awarded the prestigious America’s Best Midsize Employers for 2022, presented by Forbes and Statista, Inc. We’re proud to be regularly recognized for our team, services and culture and our team members enjoy comprehensive compensation and benefit programs. Through our customized work options, we give our people the flexibility to create a work environment that puts their overall well-being first. After all, we are powered by people.

Overview:

Reporting to the Operations Manager in Ottawa, this role includes daily real estate administrative support in a fast-paced environment. As a Client Services Coordinator (“CSC”), you will provide sales, marketing, and research support along with general office administration to our brokers and clients. Your responsibilities will be an exciting mix of providing presentation support, listing and offer preparation, property marketing and client reporting, conducting market research and transaction administration, all while coordinating promotional and post sales marketing materials (under the direction of our marketing team).

This role is suited for someone who is passionate about real estate and whose preference is to have a successful real estate career in an administrative capacity.

Responsibilities:

Administration

Preparation, control, and maintenance of legal documents (letters of intent, offers, proposals, commission agreements, listing agreements, amendments, waivers, extensions, and Multiple Listing Services agreements) throughout the deal and due diligence process

Maintain and review property listings and manage expiry dates and prepare required documentation

Maintain records of correspondence for property listings with agents and update client reporting as required

Work closely with agents on various initiatives and special projects

Coordinate deal processing with agents and Accounting Department

Schedule meetings, appointments, property tours and travel plans

Proofread copy for spelling, grammar and layout making appropriate changes; responsible of accuracy and clarity of final copy

Provide administrative support for internal and external correspondence including file management, scanning, photocopying, organizing and distributing marketing materials

Marketing

Organize, create, prepare and produce client specific packages, presentations, and proposals

Assist with preparation, coordination and assembly of marketing materials for property listings, including brochures, email communications, invitations, signage, and announcements, while maintaining the Avison Young brand throughout all projects

Update listings on Avison Young website and other locations as advised

Research

Conduct market information research through various sources including CRM and third party databases such as MLS, Altus, CoStar etc.

Prepare property availability surveys and other applicable research and marketing collateral relevant

Update CRM database with current market and client information

Qualifications:

Real estate experience an asset

Advanced knowledge and efficient use of business suite computer programs including Word, Excel, PowerPoint, Outlook

Adobe Creative Suite (InDesign, PhotoShop, Illustrator, and Acrobat) experience an asset

Possess characteristic traits of independent thinking, self-starting initiative while working well in a team-oriented environment

Must be able to handle flexibility in task management while having a keen eye for detail

Ability to read, analyze, interpret and create general business documentation

Ability to write reports, business correspondence and format presentations

Excellent and effective verbal and written communication skills

Excellent proofreading and editing skills

Ability to multi-task, utilize effective time management skills, and be able to recognize and respond to time sensitive issues and tasks

Ability to work efficiently under pressure with multiple timelines and with limited direction/ supervision

Ability to maintain discretion regarding personnel and industry-related matters

Attitude — positive, always seeking to better our team, reaching out to bring value