Real Estate Assistant/Coordinator

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.
  
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