Real Estate Assistant/Coordinator

About The Role

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.
  

• 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