Real Estate Assistant/Coordinator

Job summary

The Real Estate Assistant will provide administrative, marketing, and client service support to ensure smooth daily operations for the team. Responsibilities include managing calendars, processing listing documents, coordinating property services, and maintaining client records.

Job details

About The Role Must be local to the Richmond Hill/Toronto area and able to travel to properties and projects as needed. This high-performing, client-focused real estate agent who is known for professionalism, energy, and commitment to exceptional service, is looking for an enthusiastic Real Estate Assistant/Coordinator to join their growing business. This role offers flexibility, a collaborative culture, and the opportunity to contribute to a variety of exciting real estate projects. This position is remote with fixed part time hours with the potential to turn full time. The Real Estate Assistant/Coordinator will provide essential administrative, marketing, and client service support to ensure smooth day-to-day operations for our busy team. This role requires exceptional organizational skills, attention to detail, and a passion for delivering outstanding service to both clients and colleagues. The ideal candidate thrives in a fast-paced environment, enjoys variety in their work, and is comfortable balancing multiple priorities. Key Responsibilities & Administrative Support Manage team calendars, schedule appointments, and coordinate showings. Conduct regular project and client check-ins, including monitoring the status of listings and buyers and communicating updates as needed. Prepare and process listing documents, agreements, and offers using WebForms/DocuSign. Prepare buyer offers and listing paperwork, ensuring all required documentation is accurate and completed on time. Upload and maintain accurate property listings on MLS. Track and confirm showing appointments, following up as needed. Maintain and organize client records and transaction files. Ensure all paperwork and required documents are properly filed and organized. Ensure all required documents are completed, accurate, and compliant. Deliver marketing materials, lockboxes, housewarming gifts, and other items to properties and clients throughout the city as required. Communicate regularly with contractors and service providers to coordinate projects, follow up on outstanding items and payments, and ensure everyone is kept informed and satisfied. Marketing & Client Engagement Arrange and oversee property staging, photography, videography, and other listing preparation services. Organize signage installation and removal as needed. Assist with the planning and execution of 1-2 annual client appreciation events. Knowledge of Hootsuite and Mailchimp is an asset. Team Collaboration Attend team training sessions and meetings as required. Proactively identify ways to improve processes and clients experiences. Support the Team Leader and team members with ad-hoc tasks and special projects. Requirements Qualifications & Skills Mandatory: Previous real estate experience and proficiency with WebForms/DocuSign/REALM Minimum 2 years of administrative experience in a fast-paced environment. Proficient in CRMs such as Follow up Boss, Chyme or similar. Strong verbal and written communication skills in English. Highly organized, detail-oriented, and able to manage multiple priorities. Service-oriented, professional, and positive demeanor. Comfortable learning new systems and technologies. Able to work independently and as part of a team. Thrive under pressure with tight deadlines. Availability: Must be available to work evenings and weekends as needed (not often). Transportation: Must have a valid driver's license and vehicle. #hiringhp

What you’ll do

The Real Estate Assistant will provide administrative, marketing, and client service support to ensure smooth daily operations for the team. Responsibilities include managing calendars, processing listing documents, coordinating property services, and maintaining client records.

Requirements

Candidates must have previous real estate experience, proficiency with WebForms/DocuSign/REALM, and at least 2 years of administrative experience. A valid driver's license and vehicle are required for travel to properties and projects.

Listed skills

• Time management · Preferred
• Project Coordination · Preferred
• Customer service · Preferred
• Organization · Preferred
• CRM Management · Preferred
• Attention to detail · Preferred
• Communication · Preferred
• Docusign · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Real estate administration
• WebForms
• DocuSign
• REALM
• CRM management
• Follow up Boss
• Chyme
• Communication
• Organization
• Attention to detail
• Listing management
• Client service
• Marketing support
• Project coordination
• Time management
• Inventory Staging
• Hootsuite (Social Media Management Software)
• Administrative Support
• DocuSign (Software)
• Professionalism
• Videography
• Organizational Skills
• Positivity
• Administrative Functions
• Valid Driver's License
• Planning
• Marketing Materials
• Photography
• Customer Service
• English Language
• Marketing
• Operations
• Project Coordination
• Real Estate
• Process Improvement
• Balancing (Ledger/Billing)
• Webforms
• Enthusiasm
• Detail Oriented
• Mailchimp

Job areas

• Administrative
• Customer Service & Support
• Marketing
• Sales
• Real Estate Coordinator
• Real Estate Agent
• Real Estate Agents and Property Managers
• Real Estate Brokers