Real Estate - Administrative Assistant

The Real Estate Assistant provides administrative, organizational, marketing, and transaction support to a busy REALTOR®. The purpose of this role is to keep the business organized and make sure important details, deadlines, documents, and follow-ups don't fall through the cracks.
This is a full-time, long-term position for someone who is looking to become an important part of a growing real estate business. I am looking for someone who wants stability and longevity in their role, while continuing to grow personally and professionally.
I strongly believe that working full-time in this position should not mean putting your own goals aside. I want the person in this role to feel supported in achieving their own professional, financial and personal goals while building a long-term career alongside me. As the business grows, my intention is for this position and the opportunities within it to grow as well.

Key Responsibilities
-Listings & Seller Support
-Prepare listing paperwork and supporting documents.
-Coordinate photography, video, staging, signage and other listing preparation.
-Gather and organize property information prior to listing.
-Input and maintain listing information in MLS and other applicable systems.
-Upload photos, documents and marketing materials.
-Coordinate showing instructions and manage
-Monitor showing activity and organize feedback.
-Prepare seller updates and showing reports.
-Coordinate open-house materials and logistics.
-Track price changes, condition dates, closing dates and other important listing milestones.
-Ensure listing files are complete and compliant.

Buyer & Transaction Support
-Prepare buyer and offer documentation as directed by the REALTOR®.
-Maintain organized transaction files from accepted offer through closing.
-Track conditions, deposits, amendments, waivers, fulfillments and closing dates.
-Coordinate communication and documentation between clients, lawyers, mortgage professionals, inspectors and other parties as required.
-Ensure all required documents are signed, submitted and filed appropriately.
-Maintain transaction checklists and follow up on outstanding items.
-Assist with closing preparation and post-closing follow-up.
-Database & Client Care
-Maintain and update the client database/CRM.
-Enter new leads and client information.
-Keep client records, notes and contact information current.
-Track important client follow-ups.
-Identify outstanding follow-ups and bring them to the REALTOR®'s attention.

Marketing Support
-Assist with preparing listing marketing materials.
-Upload and organize professional photography and video.
-Assist with social media scheduling and posting when required.
-Prepare feature sheets, brochures, Just Listed/Just Sold materials and other marketing pieces.
-Maintain consistency across online listings and marketing platforms.
-Coordinate print materials, signage and other advertising.
-Help organize content, marketing assets and upcoming campaigns.

Business & Administrative Support
-Maintain Trello boards, checklists and business workflows.
-Keep transaction and listing systems accurate and up to date.
-Organize digital files and documents.
-Manage appointments and scheduling as required.
-Monitor upcoming deadlines and proactively flag anything requiring attention.
-Assist with email organization and routine correspondence.
-Create and maintain templates, systems and standard operating procedures.
-Help improve workflows and identify opportunities to make the business more efficient.
-Provide general administrative support as the business grows.

What Success Looks Like
A successful Real Estate Assistant is someone who stays one step ahead. Rather than waiting to be told what needs to happen next, they understand the systems and workflows of the business and proactively move tasks forward.
Success in this role means deadlines are never missed, files are complete and organized, listings launch smoothly, transactions progress efficiently, and the REALTOR® can focus on clients and growing the business without having to manage every administrative detail.

Ideal Candidate
-Highly proficient in spoken and written English, with the ability to communicate professionally and confidently
-An excellent writer with strong spelling, grammar and attention to detail.
-Extremely organized and detail-oriented.
-Proactive and comfortable taking initiative.
-Able to prioritize competing deadlines.
-Comfortable learning and using technology.
-Reliable, accountable and consistent
-Able to handle confidential information appropriately.
-Comfortable working independently.
-Able to anticipate what needs to happen next rather than relying solely on instructions.
-Interested in a full-time, long-term position and becoming an integral part of the business.
-Motivated by growth and interested in developing their skills, responsibilities and earning potential over time.
-Experience in real estate administration is an asset, particularly familiarity with Ontario real estate transactions, MLS, BrokerBay/Supra, Realm, SkySlope, DigiSign, Trello and Canva.

Growth & Long-Term Opportunity
I want this to be more than simply a job.
My goal is to build a long-term working relationship with someone who wants to grow alongside the business. I believe a great working relationship should be mutually beneficial: your success matters too.
There will be opportunities to develop new skills, take on greater responsibility and grow within the role as the business expands. I want to understand your goals and help create a path that allows you to work toward them while maintaining a stable, full-time career here.
The goal is to create a position you can see yourself in for years — not because your own ambitions have been put on hold, but because this role helps you achieve them.

Serious Applicants Please Apply Through This Link:
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