Office Manager/Client Care Specialist

Job Description

Job Description

Our small but busy real estate team is looking for a  self-motivated, organized, and personable Office Manager/Administrator to keep our operations running smoothly. This role is ideal for someone who enjoys a mix of administrative work, client care, and creative coordination — and who thrives in a fast-paced, collaborative environment.

Real estate experience is an asset but not required. Training and support will be provided. 

Vehicle required, as many of the daily tasks involve travel to properties and local vendors, including delivering marketing materials, coordinating signage and lockboxes, and managing listing preparation across the GTA.

Must live in Toronto or be willing to relocate.

Key Responsibilities

Administrative & Client Support

• Liaise with clients by phone and email, providing exceptional service
• Process deal paperwork and maintain accurate transaction records
• Prepare and organize listing and offer documentation
• Upload and update MLS listings
• Coordinate schedules and keep sales representatives organized
• Manage incoming calls and emails, directing to the appropriate team member

Operations & Coordination

• Track team expenses and organize receipts
• Book photographers, home inspections, and tradespeople
• Coordinate lockbox and sign delivery/pickup
• Oversee office supplies, mailings, and courier runs as needed

Marketing & Communications

• Collaborate with the art department on creative materials
• Coordinate with printers and manage production timelines
• Prepare printed materials for listings and open houses
• Post updates and new listings on social media
• Help plan and organize client appreciation events

Database & Systems

• Maintain and update the client database (CRM)
• Ensure all records, contacts, and communications are up to date

Social Media & Content

• Coordinate with designers and printers for marketing materials
• Prepare printed brochures, feature sheets, and open house packages
• Post new listings, sold properties, and client updates on social media (Instagram, Facebook, LinkedIn, etc.)
• Write short blog posts or website updates highlighting listings, market insights, or community news
• Help maintain brand consistency across all marketing channels
• Assist with planning and promoting client appreciation events

On-the-Go Tasks (Vehicle Required)

A valid driver’s licence and access to a reliable vehicle are required for this role.
You’ll handle light errands and off-site tasks such as:

• Dropping off and picking up marketing materials at new listings
• Delivering feature sheets and open house packages to properties
• Coordinating or meeting signage installers for “For Sale” or “Sold” signs
• Picking up or returning lockboxes
• Visiting local printers, couriers, or the post office
• Occasionally checking on listings to ensure signage, brochures, and presentation are in order

Gas reimbursements can be discussed during the interview process.

What We’re Looking For

• Strong organizational and multitasking skills
• Excellent written and verbal communication
• Attention to detail 
• Friendly, professional phone manner and client service approach
• Tech-savvy (Google Workspace, Canva, MLS systems, CRM software)
• Ability to work independently and meet deadlines
• Flexibility to work remotely and occasionally from the office

Work Environment & Growth

• Hybrid: work from home, with some in-office work and local travel required
• Supportive, collaborative team culture

Salary range $60,000-$70,000