Amber Gallant
Toronto,ON
Summary
Self-motivated and confident administrator with hands-on experience in large real estate environments. Efficiently handles clients and visitors and ensures that they are properly serviced according to company policies and procedures. A creative problem solver with great attention to detail and strong organizational skills. Special focus on providing exceptional customer service. Being dedicated and professional are qualities I can contribute to your company. I have excellent judgement and attention to details and can set priorities and complete work to strict deadlines. With strong communication and interpersonal skills, I have the ability to work in a team or independently with minimal supervision and able to work effectively in a changing, high-pressure environment.
Overview
14
14
years of professional experience
Work History
Deal/Office Administrator
Keller Williams Advantage Realty
11.2023 - Current
- Handled commission calculations and processed payments for residential and commercial real estate deals
- Managed commission invoices and cheque distributions
- Coordinated all steps of real estate transactions, from listing to closing, making sure all paperwork and tasks were completed on time
- Acted as the go-to person for communication between agents, clients, brokerages, lawyers, and other parties, keeping everyone updated and on the same page
- Managed transaction documents and kept client and deal info organized and up-to-date in the system
- Ensured all deals were in compliance with legal and company requirements
- Prepared and shared regular updates and status reports with clients and team members
- Provided general admin support, including answering calls, managing emails, and helping the team with various tasks as needed
- Use Lone Wolf software to manage closings, agent profiles, commission splits, and generate monthly reports
- Took care of accounts receivable and payable, handled banking issues, and helped the Head Accountant with reconciliations and tax season reports
- Worked closely with agents, lawyers, and external real estate admins to keep deals moving and ensure everything was in order
- Ensure appropriate expenses are charged to agent's accounts
- Deposit/register cheques when received, also verifying funds in the bank account when they are directly deposited
Co-op Placement
Dolden Wallace Folick LLP
08.2022 - 10.2022
- Handling all administrative duties such as drafting letters, coordination meetings, processing invoices
- Dealing with and responding to client inquiries and conducting follow-ups as required
- Preparing initial drafts of routine documents based on precedents, revisions, comparisons, track charges
- Ensuring all physical and electronic filing is organized and up to date on a regular basis
- General administration duties such as scheduling appointments and meetings, photocopying materials, booking meeting rooms
- Completing other tasks and duties as assigned
Office Administration/Reception
REMAX WEST
08.2016 - 06.2020
- Open office daily
- Manage all systems for sellers, buyers, lead generation, database management, information management, marketing scheduling and office support
- Assist in RECO compliance issues
- Use Webforms to create/use Deal packages and retrieve documents
- Use Nexone/Faltour to process all deals
- Ordering photos/virtual tours
- Prepare and bind CMA's as needed
- Review the 'Closing Checklist' from the previous evening to ensure all tasks have been completed
- Ensure Feature sheets are up to date, remove/replace cancelled or expired listings
- Greet and welcome guests upon arrival at office
- Inform other employees of visitors' arrivals or cancellations
- Answer, screen and forward incoming phone calls
- Provide basic and accurate information in-person and via phone/email
- Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g
- Pens, forms and brochures)
- Receive, sort and distribute daily mail/deliveries
- Schedule appointments and meetings between real estate agents and clients by setting dates and timeslots that are convenient for both
- Ensure all offers/amendments to offers are dealt with as soon as received
- Upload new property listings to TREB
- Typing of offers, waivers and amendments as needed
- Ability to navigate the Toronto MLS system to search properties
- Placing orders of new signs for agents
- Deposit/register cheques when received
- Ensure appropriate expenses are charged to agent's accounts
- Maintain relationships with suppliers to ensure timely delivery of office supplies and equipment
- Perform other clerical receptionist duties such as filing and photocopying
- Assisting the deals department to ensure proper workflow
- Make sure that all signatures and initials required are present on the contract and addenda
- Ensure that all the needed addenda are included with the contract
- Create a summary sheet that has all the contact information of parties, as well as the property address and photo
- Send copies of the contract to the other agent, buyer, seller and lender (depending on the instructions of the agent)
Reception/Office Administrator
Baker Real Estate
05.2012 - 01.2014
- Receptionist responsibilities, answering phones, keeping the office organized, recording and passing along proper messages in a timely manner
- Administrative assistance, trained at taking on tasks and furthering my knowledge in the real estate field from the head Administrator
- Data Entry using different programs and ensuring the information is inputted accurately
- Worked on several shows and helped showcase new properties for large condominium complexes
Cashier
McDonald's Canada
01.2011 - 06.2012
- Exceptionally skilled at taking orders, recording them into the computer, taking money from customers and providing change
- Able to fetch customer food orders, arrange items either on trays for dine-in customers or in bags for drive-through orders
- Highly trained in handling cash and contents of the cash drawer dutifully
- Extensive knowledge of matching cash in hand and in database
- Vigilant approach to ensure correct amount of money changes hands and safely goes into drawers
- Trained at ensuring adequate amounts of napkins and condiments to accompany customer orders
- Provided full life-cycle proposal support to the proposal team
Education
College diploma - Law & Society
Trios College
Toronto, ON10.2022
High School Diploma -
East York Collegiate Institute
01.2013
Bowmanville High School -
Bowmanville High School
01.2010
Skills
- Microsoft Office suite
- Project management
- Invoicing
- Creating POs
- Purchase requisitions
- RFQ preparation
- Communication
- Coordination
- Planning
- Operational support
- Administrative support
- Results-oriented
- Goal identification
- Issue resolution
- Interpersonal skills
- Analytical skills
- Problem-solving skills
- Organizational skills
- Process implementation
- Initiative
- Leadership
- Scheduling
- Office supply management
- Documentation management
- Data reconciliation
- Scheduling expertise
- Time management
- Verbal communication
- File organization
- Office administration
- Scheduling appointments
- Database entry
- Document scanning
- File maintenance
- Meeting planning
- Teamwork
- Attention to detail
- Problem-solving abilities
- Multitasking
- Reliability
- Excellent communication
- Effective communication
- Microsoft office
Timeline
Deal/Office Administrator
Keller Williams Advantage Realty
11.2023 - Current
Co-op Placement
Dolden Wallace Folick LLP
08.2022 - 10.2022
Office Administration/Reception
REMAX WEST
08.2016 - 06.2020
Reception/Office Administrator
Baker Real Estate
05.2012 - 01.2014
Cashier
McDonald's Canada
01.2011 - 06.2012
College diploma - Law & Society
Trios College
High School Diploma -
East York Collegiate Institute
Bowmanville High School -
Bowmanville High School
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