Responsibilities
- Compile, verify, and clean commercial/industrial property data from MLS, CoStar, Geowarehouse, and other proprietary databases
- Source, filter, and format comprehensive industrial/commercial availability lists for specific submarkets across the GTA and SW Ontario
- Actively research and organize comparable property transactions to support accurate client reports and valuations
- Keep HubSpot records immaculate including contacts, companies, deals, and notes updated, properly tagged, and aligned with each broker's pipeline
- Assist with heavy data gathering, formatting, and layout design for Broker Opinion of Value (BOV) packages
- Assemble high-quality property brochures, tour books, and presentation materials for client meetings
- Insert property photos, maps, floor plans, financial graphs, and market data into Spear Realty's standard marketing templates using Microsoft Word, PowerPoint, Canva, and Adobe Acrobat
- Support the input, updating, and syndication of property listings across various internal and external platforms
- Draft, format, and meticulously proofread letters, emails, LOIs (Letters of Intent), proposals, and reports in Microsoft Word and Excel
- Manage and coordinate document workflows through AuthentiSign, ensuring all parties sign promptly and executed copies are filed
- Assist the admin team with calendar management, meeting setups, and follow-up tracking for the brokers
- Respond to day-to-day requests from the admin team with speed, accuracy, and a positive attitude
- Schedule meetings, manage confirmations, prepare necessary briefing materials, and track post-meeting follow-up action items for the COO
- Draft, format, and send highly professional communications on behalf of the COO to clients, partners, and internal staff
- Act as the gatekeeper for the COO’s CRM: track pipeline activity, update deal stages, and manage task reminders
- Compile weekly activity summaries, broker performance stats, and high-level pipeline snapshots for leadership review
- Track open operational items and follow up with internal team members to keep deliverables on schedule
- Assist with travel coordination, expense tracking, digital document filing, and other executive tasks as needed
Requirements
- Highly capable, proactive, and exceptionally organized
- Based in the Philippines
- Available during Eastern Time (ET) business hours
- Respond to requests with promptness and professionalism as if in Toronto office
- Experience with research and data scrubbing from MLS, CoStar, Geowarehouse, or similar databases
- Proficiency in maintaining CRM systems (specifically HubSpot)
- Experience creating marketing and presentation materials using Microsoft Word, PowerPoint, Canva, and Adobe Acrobat
- Strong document preparation and proofreading skills in Microsoft Word and Excel
- Experience managing electronic signature workflows (e.g., AuthentiSign)
- Calendar and scheduling management experience
- Ability to support both team-wide admin functions and high-level executive needs
