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Real Estate Administrative Assistant

2 weeks ago

Markham Vaughan Toronto, Canada The HR Pro Full time

This high-performing, client-focused real estate group with over 26 years of industry experience that is known for professionalism, energy, and commitment to exceptional service, are looking for an enthusiastic Real Estate Assistant/Coordinator to join their growing team. This role offers flexibility, a collaborative team culture, and the opportunity to contribute to a variety of exciting real estate projects.  This position has flexible hours with the option to work from home and is offered as a full-time independent contractor position.

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.
  • Prepare and process listing documents, agreements, and offers using WebForms/ TransactionDesk.
  • 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 required documents are completed, accurate, and compliant.

Marketing & Client Engagement

  • Create engaging marketing materials, including flyers, feature sheets, and email campaigns.
  • Coordinate and post social media content across Facebook, Instagram, and LinkedIn.
  • 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 2–3 annual clients appreciation events.

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/TransactionDesk.
  • Minimum 2 years of administrative experience in a fast-paced environment.
  • Proficient in Microsoft Office Suite (Word, Excel) and social media platforms (Facebook, Instagram, LinkedIn).
  • 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 a reliable vehicle.


Benefits

Why Join this Team?

  • Flexible work hours with the option to work from home.
  • Supportive, collaborative, and positive team culture.
  • Opportunity to work alongside a top-producing real estate team with a strong reputation.
  • Exposure to a variety of real estate transactions, marketing campaigns, and events.