Administrative Project Coordinator (Kingston)
Administrative Project Coordinator (Kingston)
Gordon’s Downsizing & Estate Services Ltd. Brokerage
Gordon’s Downsizing & Estate Services provides peace of mind through our one-stop-shop real estate solutions for downsizers, estate trustees, and powers of attorneys. Presently, we are looking for an Estate Services Coordinator interested in joining our growing professional team. In this role, you will be responsible for supporting our Estate Services Manager and Team Leads in scheduling 3rd party services for projects, updating clients and project information folders (digital and/or hard copy), and performing front desk administrative duties. As a team, we deliver an exceptional experience for our clients who are often overwhelmed by the idea of downsizing or settling an estate.
You are:
Organized and efficient
Able to prioritize tasks on the fly and jump from one task to the next effectively
A team player that enjoys working hard while building relationships
A confident communicator on the phone, over email, or in person
Able to both follow a plan and adapt plans to changing circumstances
Interested in learning new things as well as coming up with new ways to perform tasks
A fit and energetic person, able to jump into an on site client job if required
Someone that believes in values like: listening first, being compassionate, being health conscious, providing real expertise, and delivering positive outcomes
You are looking for:
Purposeful, full time, work, delivering positive outcomes a difficult time in someone’s life
Opportunities to problem solve and overcome challenges as part of a team
Variety of work, challenges, and experience to keep work interesting
Something that leverages your strong work ethic and integrity
A Company you can growth and develop with should you wish to evolve into new roles
Wage of $22/hr to $25/hr depending on level of experience
Additional compensation via our team bonus pool
Job Description
Overview
As the Estate Services Coordinator, you will be reporting to the Estate Services Manager and supporting our Team Leads and customers with their downsizing or estate settlement projects.
Additionally, you will perform front desk administrator duties as well as support in a Transition Team Member role up to a few times a month. These roles are outlined as follows:
Project Coordination (Primary Role)
Provide consistent support to ensure the efficient operation of client projects
Manage and organize files and databases in a secure manner, including both hard copy and soft copy materials.
Coordinate bookings.
Maintain project updates, bookings, contact information, and more in our project management system
Maintaining and monitoring project plans, project schedules, 3rd party and internal bookings, work hours, and expenditures
Ensure project deadlines can be met and/or challenges escalated to the Estate Services Manager
Manage internal correspondence between sectors as well as applicable external partners
Support the vetting of potential suppliers for use on our client projects
Manage our Ontario wide supplier lists
Additional duties as assigned
Office Administration
Greet visitors and guide them where they need to go
Answer queries and create a welcoming environment
Fielding incoming emails, phone calls, snail mail, visitor inquiries from potential and existing clients in an engaging way
Assisting our Real Estate and Office team with a wide range of administrative tasks such as (but not limited to): new client file upload/filing, printing materials, sending things out via snail mail / FedEx, etc.
Look for ways to make tasks and processes more efficient and scalable
Additional duties as assigned
Transition team member duties (Requires a Physical Component)
Follow direction from Team Lead on tasks to be completed on-site, packing, unpacking, sorting, set-up, cataloguing, photography, auction pick-up, dumpster loading, etc.
Skills and Attributes
Organized and efficient
Comfortable learning and using technology platforms
Detailed and accurate when it comes to data entry
Have a strong work ethic
Consistently present yourself in a professional manner
Enjoy problem solving
Able to work effectively as both a team member and independently
Have strong verbal and written communication and interpersonal skills
Patient, courteous, and professional communicator with our team and clients
Interested in contributing to continuous improvement of our processes
You can comfortably lift up to 30 lbs and to work in various environmental conditions
Being apart of an organization that is growing, evolving, and changing excites you
Required Qualifications and Experience
Ability to provide regular hours 5 days a week (8:30am - 5:00pm or 8am to 4:30pm)
Satisfactory background check
In office work requirement (not a remote role)
Diploma or certification in project management or coordination or relevant experience
1-3 years of previous experience working in a fast-paced office or service industry environment.
Preferences
Have experience and interest in various disciplines including administration, sales, logistics, event organizing, etc.
Knowledge of software platforms such as G-Suite, Trello, Zoom, Docusign, etc.
Knowledge of software platforms we perhaps do not use, but should consider for your role or other roles in the Company
About Gordon’s
At Gordon’s, we specialize in serving the unique needs of people who are going through major life transitions such as: finding a retirement community or property, downsizing to smaller accommodations, selling or buying a property, settling an estate, and more.
We ensure a client’s complete satisfaction through a simple, yet powerful, promise. We’ll work alongside them to discuss everything they need, and then we’ll create a plan that tells them exactly what we’re going to do, when and how we’re going to do it, and then we will deliver on this plan, exactly as we promised. We’re unique in that we:
1. Are devoted to client well being
2. Have real estate services dedicated to downsizers & estate executors
3. Have helped thousands of families over six decades across Ontario
How to Apply
Email a cover letter and CV/resume to HR@gogordons.com with Estate Services Coordinator in the subject line. As a great candidate, you will demonstrate that you understand what we do and highlight why you are the right person to join our growing team.
Applications will be considered on a continuous basis until the position(s) have been filled. Please note that only applicants who have been selected for an interview will be contacted.
Gordon’s Downsizing & Estate Services is committed to employment equity and diversity in the workplace and invites applications from all qualified individuals.