THIS IS WHY YOU SHOULD WORK HERE
Most assistant jobs start and end at admin. This one starts there. You will keep the back end of the business running clean. Files, listings, paperwork, calendar, client follow up. Hold that standard and the role opens up. You will sit close to real deal flow, learn the systems behind a top 1% agent in Canada, and pick up the moves that separate top producers from everyone else. Two years of experience required. License required. Hustle and curiosity are what get you hired.
THE ROLE
We are looking for a full-time Licensed Real Estate Assistant to support daily operations across our real estate business. You will manage the full lifecycle of listings and transactions, from initial setup through closing. The role spans listing coordination, deal processing, social media, CRM management, and general admin. You will also from time to time attend showings, home inspections, open houses and buyer visits on behalf of the team.
This is a hands-on, detail-intensive position. You will follow documented checklists and standard operating procedures for each property type (condo sales, freehold sales, leases). The right person thrives in structured environments, is coachable, and takes ownership of recurring tasks without being reminded.
WHAT YOU WILL DO
Listing Coordination
Manage the end-to-end setup and launch of each new listing. This includes creating property folders and checklists in Google Drive, preparing and loading transaction documents in SkySlope, coordinating staging/photography/cleaning schedules, managing listing timelines, preparing photos for upload, drafting client and head office emails, and ensuring MLS, Broker Bay, and the team website are all updated on list day. You will also handle open house logistics, including flyer prep, calendar events, sign coordination, and Facebook event creation.
Deal Processing
Process transactions from accepted offer through closing for both seller and buyer representations. This covers deposit collection and tracking, document uploads to SkySlope, drafting "What's Next" emails to clients, completing Deal Processing Forms, coordinating key handoffs with lawyers and concierge, scheduling staging pack-up and lockbox removal, ordering sold riders, cancelling virtual tours, and preparing FINTRAC documentation for buyer deals. You will move Google Drive folders through each status stage and keep the Seller/Buyer tracking document updated for weekly team meetings.
Social Media and Marketing
Draft and schedule listing content across Instagram, Facebook, and TikTok. Post daily to Stories according to the social media calendar. Manage the social media content template, create carousel posts, maintain listing photo archives in Google Drive, and remove sold/leased listings from Instagram highlights. Post in local community groups as needed.
CRM Management (Follow Up Boss)
Maintain client records and deal pipelines in Follow Up Boss. This includes creating and updating deals at each stage, tagging clients for nurture campaigns, updating profiles with birthdays and addresses, and sending batch emails for events.
Calendar and Scheduling
Manage Kevin's Google Calendar and the Listing Calendar. Schedule video updates, Zoom meetings, pricing chats, offer nights, closing dates, condition due dates, staging days, and open houses. Set reminders and follow-up tasks as needed.
Field Work
Attend property showings, home inspections, and buyer visits on behalf of the team. A valid Ontario real estate license (RECO registered) is required for this role.
Communication and Vendor Coordination
Manage WhatsApp group chats for each property (seller, landlord, and tenant groups). Coordinate with the staging team, movers, photographers, cleaners, and other vendors. Communicate with team members on document reviews, listing status, and scheduling. Respond to Google reviews and tag reviewers in Follow Up Boss.
General Administration
Track expenses, co