Real Estate Administrative Assistant

8 hours ago

Vaughan, Ontario, Canada AspireGroup Real Estate Full time $34,300 - $60,000 per year

Overview

Join one of the most dynamic and top-performing real estate teams in Ontario

At Aspire Group, we believe in building relationships, not just transactions. Our growing team helps families achieve their real estate dreams across the GTA and beyond. We're looking for a detail-oriented, proactive, and organized Real Estate Administrative Assistant / Client Care Coordinator who will play a key role in supporting our operations and ensuring a seamless client experience.

Administrative Support

  • Prepare, organize, and process all listing and offer documentation accurately and promptly.
  • Manage client databases, input new leads, and maintain detailed transaction records.
  • Handle scheduling for appointments, property visits, and team activities.
  • Review and respond to emails professionally, ensuring timely follow-up and communication.
  • Maintain an organized office environment, both digitally and physically.
  • Handle data entry, track team expenses, and maintain accurate financial logs.

Listing & Marketing Coordination

  • Assist with preparing Comparative Market Analysis (CMA) reports.
  • Coordinate all aspects of property listings — including staging, photography, cleaning, and signage installation.
  • Conduct property walkthroughs to complete data sheets and craft engaging property descriptions for MLS listings, social media, and advertisements.
  • Prepare marketing materials such as flyers, feature sheets, brochures, and digital presentations.
  • Organize "Just Listed" and "Just Sold" postcard campaigns, including Mailwalk preparation and distribution.
  • Manage online and social media marketing campaigns across Facebook, Instagram, and Google Ads, ensuring consistent brand presence and engagement.
  • Follow up with agents and clients after showings to collect feedback and update records accordingly.

Client & Team Coordination

  • Schedule and coordinate showings, open houses, inspections, and revisits.
  • Facilitate smooth communication between clients, agents, inspectors, lawyers, mortgage brokers, and service vendors.
  • Provide excellent customer service by addressing client inquiries, concerns, and requests with professionalism and care.
  • Prepare and deliver client gifts, coordinate delivery logistics, and assist with client appreciation events.
  • Assist with on-site property tasks, including installing and removing lockboxes or signs as needed.
  • Be flexible and available periodically for urgent or after-hours requests during busy transaction periods.

Qualifications

  • Previous experience as a Real Estate Assistant, Client Care Coordinator, or Sales Assistant preferred.
  • Excellent written and verbal communication skills with strong customer service orientation.
  • Working knowledge of real estate terminology and documentation processes.
  • Strong organizational skills and ability to manage multiple priorities efficiently.
  • Self-motivated, reliable, and capable of working independently.
  • Must have access to a personal vehicle and a valid driver's license.

If you are passionate about real estate and possess the skills necessary to excel in this role, we encourage you to apply. Join us in providing outstanding service while supporting our real estate professionals

Job Type: Full-time

Pay: From $34,400.00 per year

Benefits:

  • Company events
  • On-site parking

Application question(s):

  • Please describe a time when you managed multiple deadlines or listings at once. How did you stay organized?
  • What is your expected hourly rate and availability (Full-time / Part-time)?

Experience:

  • Real estate admin: 1 year (preferred)

Work Location: In person

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