Job Description

Job Title: Real Estate Administrative Assistant

Employment Type:

Full time

Location:

Overview:

We're looking for a

motivated, proactive, and highly organized Real Estate Assistant

to provide comprehensive support to our growing team. This role is essential in ensuring smooth day-to-day operations and delivering an exceptional client experience.

You won't just be managing tasks--you'll be contributing to the growth and efficiency of the business by helping create and refine processes, anticipating needs, and thinking ahead.

Please Note: Prior real estate administrative experience is required for this position and a car!

What You'll Do:

Transaction & Document Management

Maintain transaction files and ensure documents are up-to-date and compliant Track contract deadlines and ensure timely communication with clients Ensure processes align with regulatory requirements and best practices

Scheduling & Coordination

Manage team calendars and coordinate showings, meetings, and appointments Liaise with photographers, sign installers, printers, mortgage brokers, lawyers, and other service providers Ensure seamless coordination of all transaction-related activities

Marketing & Social Media

Assist with content creation and property promotion across various platforms Design marketing materials such as feature sheets, flyers, and newsletters Help organize and support company events and community initiatives

Communication & Customer Service

Respond to emails, calls, and messages with professionalism and efficiency Prepare reports and assist with offer documentation Deliver concierge-level client service to strengthen long-term relationships

Basic Bookkeeping & Admin

Assist with invoice processing, expense tracking, and basic bookkeeping Support daily administrative needs to keep operations running smoothly

Market Research & MLS Support

Monitor and report on market trends and statistics Upload and update listings on MLS, including open houses, status changes, etc. Use tools such as WebForms, DocuSign, Skyslope, and DigiSign

Process Improvement & Strategic Thinking

Help create, document, and refine business processes Identify opportunities for efficiency and improved client experience Bring a forward-thinking mindset and contribute ideas to help the business grow and evolve

Occasional Driving

Assist with tasks that may require travel around the local area

What We're Looking For:

Experience

2+ years in an administrative role (real estate industry experience is required) Experience in event coordination, basic bookkeeping, or social media is a strong asset

Education

High school diploma or equivalent (post-secondary or real estate training is a plus)

Skills & Attributes

Excellent written and verbal communication in English Strong organizational skills with great attention to detail Ability to multitask, prioritize, and take initiative Proficient in Microsoft Office, Google Workspace, Canva Pro, and CRM tools (e.g., Follow-Up Boss) Familiar with Instagram, Facebook, TikTok, YouTube Video editing skills are a plus

Additional Requirements

Real estate license

(optional but beneficial)

Valid driver's license

and the ability to travel within the GTA
Personality Traits

Self-motivated

, proactive, and solution-oriented

Detail-focused

with a commitment to accuracy Ability to work

both independently

and

collaboratively

with a team.
Job Details

Job Types

: Full-time

Expected Hours

: 40 per week

Location

: In-person

Compensation

: $55,000-$65,000 per year
Join us and be part of a dynamic team committed to delivering exceptional real estate services!

Job Type: Full-time

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

Schedule:

Monday to Friday
Education:

Secondary School (preferred)
Work Location: In person