Job Description

About Sidorova Inwood Real Estate Team

The Sidorova Inwood Real Estate Team is a Toronto-based brokerage with a strong presence across the city's West End. From Bloor West Village and High Park to Swansea, The Junction, Roncesvalles, Baby Point, and Old Mill, our team has become the trusted choice for buyers and sellers alike thanks to our unmatched neighbourhood knowledge, community roots, and modern approach to real estate. We're proud to be recognized as the #1 team in TRREB's W01/W02 districts for freehold homes, consistently achieving results that exceed market averages. Our proven strategies, attention to detail, and dedication to client experience inspires the repeat and referral business we value most -- a true reflection of the trust our clients place in us. For us, real estate is about people. It's about helping families and individuals make life-changing decisions with confidence. Every home has a story, and we believe in guiding our clients through every step of the process with honesty, care, and expertise. At Sidorova Inwood, we don't just sell homes -- we build relationships and strengthen the communities we call home.

Position Overview

An opportunity to join one of Toronto's leading real estate teams. As a Deal Secretary and Office Manager, you will play a pivotal role in supporting our deal processes by being accountable for the smooth and efficient handling of administrative tasks related to transactions. You will also manage a reception team and work closely with our agents and staff to facilitate the execution of deals, maintain accurate records, and ensure compliance with regulatory requirements. You will be responsible for ensuring the accuracy and completeness of critical inputs into our Client Relationship Management, Client Experience, Project Management, and Deal processing systems within your assigned mandate.

Duties & Responsibilities

Top Applicant Profile

Excellent organizational and self-management skills Ability to take direction and coaching with a positive attitude. A clear and concise communicator with strong writing skills. Consistently delivers white-glove service to clients and external partners. Proactive and professional
Deal Secretary Responsibilities

Manage documentation and paperwork associated with deals, including contracts, agreements, and transactional documents. Coordinate communication and information flow between the internal team, clients, cooperating agents, lawyers, and our trust accounting partners. Manage the translation of email correspondence into our CRM and Deal System. Organize and maintain deal files and database, ensuring accuracy, completeness, and efficiency. Hold all relevant parties accountable for the quality and timeliness of their inputs into our systems. Cooperate with the leadership team to escalate performance issues and assist in the training and support to resolve common mistakes. Audit all client files for completeness. Collaborate with our Finance partner to audit deal payouts and related expenses.
Office & Reception Manager

Coordinate and manage the quality of: Complete monthly supply orders Support the planning and execution of team celebrations and office decorating. Scan Invoices Order Snacks and beverages Design the monthly team calendar Support the Weekly Sales Meeting Manage vendors related to office management Manage VIP construction, tracking and ordering.
People and HR

Managing the onboarding Agents and Staff Tracking vacation days and sick days Emergency Contact management HR file management Technology assignment Tracking Co-Op student management

Experience

Minimum 3 years of progressive experience in an administrative or operational role within a real estate team, brokerage, or professional services environment. Proven track record of successfully managing office operations, with exceptional attention to detail and follow-through. Demonstrated ability to provide strategic and administrative support to senior leadership, anticipating needs, managing priorities, and ensuring organizational efficiency. Deep understanding of real estate workflows, including listing preparation, marketing timelines, CRM management, and transaction coordination processes. Experience managing and maintaining CRM and transaction systems (e.g., BrokerBay, Follow Up Boss, Sisu, or equivalent platforms), ensuring data accuracy and real-time updates. Skilled in calendar management, task prioritization, and project coordination, capable of managing multiple high-stakes deadlines in a fast-paced, team-oriented environment. Proven experience in vendor coordination and office management, including ordering, budgeting, and maintaining operational systems. Adept at creating and refining systems, processes, and checklists to improve efficiency and accountability across administrative and marketing functions. Strong background in internal communication, team organization, and client-facing support, representing leadership with professionalism and discretion. Experience handling confidential information and sensitive business matters with sound judgment and a high degree of integrity. Exceptional written and verbal communication skills; ability to draft professional correspondence, presentations, and internal documents on behalf of leadership. Proficiency with standard software and tools, including Microsoft Office Suite, Google Workspace, Canva, CRM platforms, and social media scheduling tools. A natural problem solver who thrives in a dynamic environment and takes ownership of outcomes, not just tasks.

Qualification

Valid Ontario G Driver's License + reliable vehicle High School Diploma Strong attention to detail, time management, and ability to meet tight deadlines without compromising quality. Full-time permanent position.
Typical working hours are approximately 8 hours per day between the hours of 9am-5pm, but the nature of the real estate culture involves flexible working times and may need versatility from both company and employee.

There may be some requirements to deal with calls, emails and showing during out-of-office hours on weekends and evenings.

Job Type: Full-time

Pay: $50,000.00-$60,000.00 per year

Ability to commute/relocate:

Toronto, ON M6S 2E2: reliably commute or plan to relocate before starting work (required)
Experience:

Real Estate Deals: 1 year (required)
Location:

Toronto, ON M6S 2E2 (required)
Work Location: In person