We are a fast-growing real estate team looking for a highly organized, tech-savvy, and proactive Real Estate Administrative Assistant to help support our daily operations, marketing initiatives, and client communications.
This is not an entry-level position. We are looking for someone who already has at least 1 year of experience working in the real estate industry and understands the fast-paced nature of residential real estate.
If you're someone who enjoys wearing multiple hats, loves technology and AI, and can keep operations running smoothly while helping generate new business, we'd love to hear from you.
Responsibilities
- Manage day-to-day administrative tasks and office operations.
- Answer inbound calls professionally and make outbound calls to leads, clients, and service providers.
- Coordinate appointments, showings, inspections, and client follow-ups.
- Maintain CRM databases and ensure accurate client records.
- Assist with MLS listings, paperwork, and transaction coordination.
- Create and manage Meta (Facebook & Instagram) advertising campaigns.
- Build and optimize landing pages for lead generation.
- Manage social media accounts and create engaging content.
- Design marketing materials using Canva or similar tools.
- Coordinate email marketing campaigns and database management.
- Use AI tools such as ChatGPT, Claude, Gemini, Perplexity, and other AI platforms to improve productivity, create content, automate workflows, and assist with research.
- Prepare reports, presentations, and marketing documents.
- Handle multiple priorities while meeting deadlines with minimal supervision.
Required Qualifications
- Minimum 1 year of experience working in the real estate industry (required).
- Strong understanding of real estate transactions and terminology.
- Excellent written and verbal communication skills.
- Strong organizational and time management skills.
- Ability to multitask in a fast-paced environment.
- Professional phone etiquette and customer service skills.
- High attention to detail and ability to work independently.
Preferred Skills
Experience with some or all of the following is highly preferred:
- Meta Ads Manager
- Landing page builders (HighLevel, ClickFunnels, WordPress, Leadpages, etc.)
- Social media marketing (Facebook, Instagram, LinkedIn, TikTok)
- Canva or Adobe Creative Suite
- CRM platforms (Follow Up Boss, KVCore, Salesforce, HubSpot, etc.)
- Email marketing platforms
- Google Workspace & Microsoft Office
- Basic video editing (CapCut, Premiere Pro, Canva Video)
- AI tools including ChatGPT, Claude, Gemini, Perplexity, and automation tools such as Zapier or Make
What We're Looking For
The ideal candidate is:
- Self-motivated and takes initiative.
- Tech-savvy and eager to learn new tools.
- Creative with marketing ideas.
- Comfortable speaking with clients over the phone.
- Highly reliable and accountable.
- Able to solve problems independently.
- Detail-oriented with excellent follow-through.
- Passionate about delivering exceptional client experiences.
Bonus Qualifications
- Ontario real estate administration experience.
- Experience with TRREB MLS.
- Knowledge of real estate contracts and transaction coordination.
- Experience running successful lead generation campaigns.
- Familiarity with AI automation and workflow optimization.
Pay: $35,200.00-$77,288.04 per year
Benefits:
- Casual dress
- Flexible schedule
- On-site parking
Work Location: In person
