Real Estate Sales Assistant

Company Overview

At Heaps Estrin, we pride ourselves on being more than just a real estate team; we are innovators driving change and elevating the real estate experience for our clients. With a relentless focus on excellence, we empower our team to achieve outstanding results while ensuring operational efficiency that drives our success.

Summary

As a Dedicated Sales Assistant (DSA), you will work directly with our Top Producing Agents, providing full-spectrum operational and client support throughout every phase of the real estate process. This is a client-facing, detail-driven, and proactive role, ideal for a licensed Real Estate Agent who thrives in a high-performance environment and takes pride in delivering polished, seamless results.

Responsibilities

Pre-Listing and Preparation

• Coordinate all aspects of listing readiness - vendor scheduling, staging, photography, and home preparation.
• Prepare and update listing materials, CMAs, and MLS data sheets.
• Manage all documentation (listing agreements, disclosures, clauses) with accuracy and attention to compliance.
• Liaise with clients, agents, and internal departments to ensure every property launches smoothly and on schedule.
• Secure vendors, obtain quotes, and oversee budget tracking and invoicing.
• Ensure each listing is fully styled, photo-ready, and presented to the highest Heaps Estrin standard.

While the Listing Is Live

• Manage property showings, open houses, and client communication.
• Prepare brochures, feature sheets, and marketing materials.
• Coordinate agent and public open houses, ensuring professional execution.
• Maintain real-time updates in CRM systems (Follow Up Boss, BrokerBay, SISU).
• Support social media and marketing efforts — "Coming Soon," "Just Listed," and "Sold" content creation.
• Ensure all listing details on MLS and marketing channels remain current and accurate.

Post-Sale and Closing

• Oversee condition fulfillment, lawyer coordination, and client communications leading to closing.
• Arrange de-staging, vendor pickups, and final walkthroughs.
• Manage deposit logistics, compliance documentation (RECO, FINTRAC), and closing gifts.
• Ensure a smooth and memorable client experience through to completion.

Buyer and Lease Support (As Needed)

• Schedule and attend buyer or lease showings.
• Draft offers, lease agreements, and supporting documentation.
• Liaise with cooperating agents, lawyers, and mortgage professionals to facilitate transactions.
• Maintain consistent communication and follow-up with leads and clients.

General Support

• Maintain up-to-date CRM records and client information.
• Draft and edit professional correspondence and client communications.
• Attend team events, open houses, and client functions as needed.
• Collaborate across internal departments to streamline processes and ensure excellence.

Skills and Attributes

• Exceptionally organized and detail-oriented
• A proactive problem solver who thrives in fast-paced environments.
• Strong communicator who builds trust and rapport with ease
• Tech-savvy, with experience using BrokerBay, FollowUp Boss, Authentisign, MLS, SISU and related tools
• Thrives under pressure and manages multiple priorities efficiently
• A true team player who embodies professionalism and a commitment to service excellence

Experience and Qualifications

• Licensed Real Estate Agent in Ontario (required)
• Familiarity with Toronto's real estate market
• A valid driver's license and access to reliable transportation
• Fluency in English

Call-To-Action

If you're a licensed Realtor who thrives on precision, collaboration, and client care, we'd love to meet you. Apply today with your resume and a short cover letter outlining why you'd be an exceptional fit for the DSA role.

Job Types: Full-time, Permanent

Pay: $50,000.00-$60,000.00 per year

Benefits:

• Company events
• Dental care
• Extended health care
• On-site parking
• Paid time off
• Store discount
• Vision care

Work Location: In person