Licensed Real Estate Assistant

Location

Little Italy, Toronto

On-site

Fox Marin Associates

About Fox Marin Associates

Fox Marin Associates is an award-winning, five-star-rated real estate brokerage specializing in central and downtown Toronto. Led by industry veterans Ralph Fox and Kori Marin, our team is known for its strategic thinking, white-glove client experience, and best-in-class marketing.

We operate at a high level, with high expectations. Every listing is treated as a brand moment. Every client interaction matters. And every detail counts.

We are looking for a Licensed Real Estate Assistant to support listings, transactions, and day-to-day operations across the brokerage, with a primary focus on listing execution and direct support to Kori Marin. This is a senior, trusted role for someone who understands real estate deeply, thrives under pressure, and takes pride in running a tight, polished operation.

The Role

This position is ideal for someone with meaningful industry experience, whether as a licensed assistant, an active agent, or a combination of both, who is looking to apply that expertise within a highly organized, collaborative, and design-forward brokerage.

You will manage listings from start to finish, support agents and clients through complex transactions, and act as a steady, capable presence when things move quickly or sideways.

This role includes a private office at our Little Italy headquarters, offering the space, autonomy, and focus required to confidently own high-level listing execution, sensitive client communication, and complex deal coordination from start to finish.

Key Responsibilities

1. Listing & Project Management

2. Full end-to-end coordination of all property listings from pre-listing through closing

3. Preparation and management of listing paperwork, WebForms, DocuSign, transaction rooms, and MLS uploads
4. Scheduling and oversight of trades, contractors, repairs, staging, photography, videography, signage, lockboxes, and marketing timelines
5. Liaising with vendors to ensure every listing meets Fox Marin's presentation standards
6. Maintaining detailed tracking systems for active, pending, and sold listings
7. Ensuring brand standards are upheld across all listing materials and touchpoints

2. Client Experience & Communication

• Acting as a primary point of contact for sellers throughout the listing process
• Proactively managing timelines, expectations, and next steps
• Delivering clear, calm, and confident communication during high-pressure moments
• Compiling and sharing, showing feedback, performance updates, and client experience insights
• Supporting agents during crunch periods, including last-minute offers, schedule changes, or document reviews, including some evenings & weekends when necessary

3. Deal Administration & Compliance

• Preparing, reviewing, and submitting all listing and sale documentation in compliance with RECO and brokerage requirements
• Ensuring accuracy across agreements, Schedules, amendments, disclosures, and conditions
• Coordinating with lawyers, mortgage brokers, and cooperating brokerages
• Managing critical dates, deposits, and conditions to ensure clean, timely closings

4. Light Administrative Support

• Tracking commissions, invoices, & listing-related expenses (staging, photography, video, etc.)
• Coordinating deposits and trust documentation with the brokerage's deal department
• Supporting office administration, record keeping, and internal systems as required

5. Direct Support to Kori Marin

• Acting as a trusted right hand to Kori Marin, who oversees all listings at Fox Marin
• Managing scheduling, expenses, and daily logistics
• Coordinating client gifts, handwritten notes, and personal touches
• Proofreading listing copy, marketing materials, and social media ads for brand alignment
• Anticipating needs and staying one step ahead of upcoming deadlines and priorities
• Maintaining perspective and a sense of humour when things inevitably get busy

Qualifications & Experience

• An active Ontario real estate license is required.
• Minimum 2-3 years of experience as a licensed real estate assistant, licensed agent, or a combination of both
• Strong understanding of Toronto real estate, listing strategy, and transaction flow
• Confident working with MLS, WebForms, BrokerBay, DocuSign, Loft47, QuickBooks, Typeform, CRMs, and Google Workspace
• Highly organized with exceptional attention to detail
• Comfortable managing multiple listings, deadlines, and stakeholders simultaneously
• Available on weekends as required during offer dates or time-sensitive situations
• Professional, calm, and solutions-oriented under pressure
• Collaborative, accountable, and willing to step in wherever the team needs support
• Valid Ontario driver's license and access to a reliable vehicle
• Comfortable driving, parking, and navigating throughout central and downtown Toronto, including time-sensitive trips for listings, keys, signage, & on-site coordination
• Strong working familiarity with Toronto's central and downtown neighbourhoods, streets, traffic, and common building types, gained through regular professional or personal experience in the city

Compensation

• Hybrid compensation structure
• Competitive base salary
• Commission participation tied to listings and transactions
• Performance-based growth opportunities aligned with contribution & responsibility

Growth & Career Path at Fox Marin

This is not a static support position.

Fox Marin Associates is a growing brokerage, and we are intentional about promoting from within. The right candidate will have a clear opportunity to move up the career ladder, based on performance, leadership, and appetite for responsibility.

Potential growth paths may include:

• Senior Operations or Head of Listings role
• Expanded commission participation
• Brokerage management or leadership responsibilities
• Strategic involvement in systems, training, or scaling initiatives

We value long-term relationships and invest in people who invest in us. This role is designed for someone who wants their contribution to compound over time.

Why Join Fox Marin Associates

• Work alongside one of Toronto's most respected real estate teams
• Be deeply involved in high-profile listings and complex transactions
• Operate in a design-forward, fast-paced, and highly collaborative environment
• Enjoy a private office in a vibrant Little Italy location surrounded by great cafes, restaurants & gyms
• Build a long-term career with room to grow inside a thriving brokerage

Think this sounds like you?

Send your resume and a short cover letter to

Tell us how you work, how you think, and why Fox Marin feels like the right fit. We read every application & hire with intention