Real Estate Administrative & Marketing Coordinator (Part-Time, Hybrid)
Company Description
Joette Fielding is a Broker with Remax Aboutowne Realty Corp. and founder of the Joette Fielding Real Estate Group, serving families and individuals across Oakville and surrounding communities.
With deep roots in the community and a reputation for guiding clients through complex real estate transitions, from matrimonial home sales to estate transactions and relocations, Joette has built a practice grounded in trust, clear communication, and genuine care for every client.
Joette focuses on residential real estate, providing personalized service and market expertise to buyers and sellers. This is a small, hands-on office that values strong client relationships, teamwork, and both personal and professional growth.
Role Description
This is a part-time, hybrid position based in Oakville, Ontario. The successful candidate will work remotely 2–3 days per week with occasional in-office time.
We are looking for an organized, detail-oriented, tech-savvy professional to support the day-to-day administrative, marketing, and transaction coordination activities of a busy client-focused real estate practice.
The ideal candidate is a fast learner with excellent organizational and communication skills, strong attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate should be comfortable using modern technology, including AI platforms such as Claude and ChatGPT, to assist with communications, marketing, CRM management, and administrative efficiency.
Key Responsibilities
- Serve as the first point of contact for client and agent inquiries.
- Maintain efficient digital and physical filing systems.
- Keep the CRM database current with client information and interaction history (calls, emails, cards, gifts, referrals, reviews, etc.).
- Maintain ongoing client relationships through follow-up communications and appreciation initiatives.
- Coordinate listings from pre-listing through closing.
- Complete after-closing marketing procedures.
- Manage showing bookings, appointment scheduling, feedback collection, and listing activity.
- Proofread feature books and marketing materials to ensure accuracy and quality.
- Create marketing materials using Canva.
- Prepare newsletters, email campaigns, listing presentations, brochures, feature sheets, and other branded marketing materials.
- Coordinate photography, staging, lockboxes, signage, feature books, listing sheets, and marketing launches.
- Drop off and pick up marketing materials at client properties.
- Monitor listing performance and prepare client-facing reports using MLS statistics and marketing analytics.
- Coordinate open houses, client appreciation events, and marketing campaigns.
- Liaise with lawyers, mortgage brokers, inspectors, photographers, stagers, contractors, and other industry professionals.
- Support colleagues with general administrative duties to ensure smooth daily operations.
Required Qualifications
- Minimum 2 years of administrative experience in the real estate industry.
- Strong administrative, clerical, and organizational skills.
- Excellent written and verbal communication skills with professional phone etiquette.
- Exceptional attention to detail and the ability to manage multiple priorities.
- Strong client service skills with the ability to maintain confidentiality and exercise discretion.
- Proficiency with Microsoft Outlook, Word, and Excel.
- Strong working knowledge of Google Workspace (Drive, Docs, Sheets, Forms, Calendar) and other cloud-based collaboration tools.
- Experience using TREB, MLS systems, WebForms, DocuSign, BrokerBay, Dropbox, and CMA preparation.
- Experience performing MLS searches and preparing Comparative Market Analyses (CMAs).
- Experience coordinating transactions from listing or offer acceptance through closing, including timelines, conditions, deposits, documentation, and communication.
- Experience preparing and managing real estate forms, agreements, amendments, waivers, disclosures, and related documentation.
- Experience using CRM systems (such as Follow Up Boss) and managing client communication workflows.
- Proficiency creating marketing materials using Canva.
- Experience creating newsletters and email campaigns using platforms such as Mailchimp.
- Knowledge of social media platforms including LinkedIn, Facebook, Instagram, and YouTube.
- Proficiency using AI tools such as Claude, ChatGPT, and RealContentAI.
- Experience developing systems, standard operating procedures (SOPs), checklists, and workflow processes.
- Knowledge of FINTRAC requirements, compliance procedures, and document retention standards.
- Strong project management, problem-solving, and organizational skills.
- Ability to work independently while managing multiple deadlines.
- Valid Ontario Driver's Licence and reliable vehicle.
What We're Looking For
The ideal candidate is:
- Highly organized and dependable.
- A proactive problem solver who identifies issues before they arise.
- Comfortable learning new technologies and AI tools.
- Passionate about providing exceptional client service.
- Able to thrive in a collaborative, fast-paced environment.
- Professional, positive, and committed to maintaining the highest standards of accuracy and client care.
Job Type: Full-time
Pay: From $30.00 per hour
Benefits:
Application question(s):
- Do you have a valid driver's licence?
Experience:
- Real Estate: 2 years (required)
Language:
Location:
Work Location: Hybrid remote in Oakville, ON
