Job Description

Company Overview

At Heaps Estrin, we pride ourselves on being more than just a real estate team; we are innovators driving change and elevating the real estate experience for our clients. With a relentless focus on excellence, we empower our team to achieve outstanding results while ensuring operational efficiency that drives our success.

Summary

As a Dedicated Sales Assistant (DSA), you will work directly with our Top Producing Agents, providing full-spectrum operational and client support throughout every phase of the real estate process. This is a client-facing, detail-driven, and proactive role, ideal for a licensed Real Estate Agent who thrives in a high-performance environment and takes pride in delivering polished, seamless results.

Responsibilities

Pre-Listing and Preparation

Coordinate all aspects of listing readiness - vendor scheduling, staging, photography, and home preparation. Prepare and update listing materials, CMAs, and MLS data sheets. Manage all documentation (listing agreements, disclosures, clauses) with accuracy and attention to compliance. Liaise with clients, agents, and internal departments to ensure every property launches smoothly and on schedule. Secure vendors, obtain quotes, and oversee budget tracking and invoicing. Ensure each listing is fully styled, photo-ready, and presented to the highest Heaps Estrin standard.

While the Listing Is Live

Manage property showings, open houses, and client communication. Prepare brochures, feature sheets, and marketing materials. Coordinate agent and public open houses, ensuring professional execution. Maintain real-time updates in CRM systems (Follow Up Boss, BrokerBay, SISU). Support social media and marketing efforts -- "Coming Soon," "Just Listed," and "Sold" content creation. Ensure all listing details on MLS and marketing channels remain current and accurate.

Post-Sale and Closing

Oversee condition fulfillment, lawyer coordination, and client communications leading to closing. Arrange de-staging, vendor pickups, and final walkthroughs. Manage deposit logistics, compliance documentation (RECO, FINTRAC), and closing gifts. Ensure a smooth and memorable client experience through to completion.

Buyer and Lease Support (As Needed)

Schedule and attend buyer or lease showings. Draft offers, lease agreements, and supporting documentation. Liaise with cooperating agents, lawyers, and mortgage professionals to facilitate transactions. Maintain consistent communication and follow-up with leads and clients.

General Support

Maintain up-to-date CRM records and client information. Draft and edit professional correspondence and client communications. Attend team events, open houses, and client functions as needed. Collaborate across internal departments to streamline processes and ensure excellence.

Skills and Attributes

Exceptionally organized and detail-oriented A proactive problem solver who thrives in fast-paced environments. Strong communicator who builds trust and rapport with ease Tech-savvy, with experience using BrokerBay, FollowUp Boss, Authentisign, MLS, SISU and related tools Thrives under pressure and manages multiple priorities efficiently A true team player who embodies professionalism and a commitment to service excellence

Experience and Qualifications

Licensed Real Estate Agent in Ontario (required) Familiarity with Toronto's real estate market A valid driver's license and access to reliable transportation Fluency in English

Call-To-Action

If you're a licensed Realtor who thrives on precision, collaboration, and client care, we'd love to meet you. Apply today with your resume and a short cover letter outlining why you'd be an exceptional fit for the DSA role.

Job Types: Full-time, Permanent

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

Benefits:

Company events Dental care Extended health care On-site parking Paid time off Store discount Vision care
Work Location: In person