Job Description

About the Role:

You're the backbone of the team, keeping everything organized and running smoothly behind the scenes. You'll handle client communication, transaction coordination, and ensure every listing and deal moves forward seamlessly. This role is ideal for someone who loves structure, systems, and taking ownership of the details that make big things happen.

Client + Transaction Coordination

Prepare, send, and organize listing and offer documents for signature through DocuSign Manage transaction files, conditions, and compliance paperwork from listing to close Coordinate all listing prep services (staging, storage, movers, photography, cleaners, etc.) Schedule showings, inspections, open houses, and final walk-throughs Order and manage lockboxes and signage Communicate professionally with clients, agents, lawyers, and vendors to keep timelines on track Maintain team systems, checklists, and internal trackers (Google Drive, Asana, Airtable, Discord) Track P&L and ensure expenses are properly logged

Lead + Client Follow-Up

Manage incoming leads through Follow Up Boss Conduct ongoing lead and past client follow-up via calls, texts, and emails Update lead notes, tags, and activity in the CRM to ensure timely and meaningful follow-up Nurture relationships with past clients to support repeat and referral business

Database + Systems Management

Keep CRM and project management tools organized and up to date Maintain and update team calendars and workflows Build and refine templates, checklists, and processes for efficiency Track leads, deals, and client communications to support reporting and forecasting

Client Experience + Support

Send client updates and check-ins throughout each stage of the process Coordinate closing gifts and post-closing communication Prepare and send thank-you notes, cards, and milestone touchpoints Support client events and community initiatives

Who You Are

1+ years of experience in administration, coordination, or client care (real estate experience preferred) Highly organized, detail-oriented, and reliable Excellent written and verbal communication skills Tech-savvy with Google Workspace, Follow Up Boss, DocuSign, Asana, Airtable, and Discord Able to juggle multiple priorities and adapt to changing timelines Comfortable following established systems but always looking for ways to improve them Based in or near Toronto
Job Type: Full-time

Pay: $55,000.00-$65,000.00 per year

Work Location: In person