About Us
The Ira Kalemi Real Estate Team is a high-performing, client-focused real estate team based in Toronto, Ontario. We deliver exceptional results and a concierge-level experience for every client we work with. As our team continues to grow, we are looking for a sharp, organized, and experienced administrative professional to be the operational backbone of our business.
PLEASE NOTE: Previous real estate administrative experience is required. Applications without relevant experience will not be considered.
About the Role
We are seeking a dedicated and highly organized Real Estate Administrative Assistant to support all aspects of our daily operations. This is a hands-on, fast-paced role that touches everything from transaction management and MLS listings to social media content and client communications. If you are detail-oriented, proactive, and thrive in a dynamic real estate environment, we want to hear from you.
Responsibilities
Transactions & Compliance
- Maintain and manage transaction files and documents in compliance with brokerage procedures and real estate regulations
- Monitor agreements and proactively notify agents and clients of key dates and deadlines
- Prepare offers and manage all transaction-related administrative tasks
- Work across platforms including WebForms, DocuSign, SkySlope, DigiSign, and Follow Up Boss
Listings & Marketing
- Upload, update, and manage MLS listings including open houses and sold properties
- Create feature sheets and promotional marketing materials using Canva Pro
- Coordinate with photographers, printers, and sign companies to ensure listings are market-ready
- Prepare open house materials including signage and sign-in sheets
Operations & Administration
- Manage calendars, schedule appointments, and coordinate meetings
- Oversee incoming calls, emails, and team communications
- Liaise with lawyers, mortgage brokers, and other third-party professionals
- Assist with basic bookkeeping including invoice processing and expense tracking
- Support market research and review of real estate statistics
- Assist with organizing company events
- Identify and implement opportunities to improve procedures and create efficiencies
Client Service
- Deliver concierge-level service to clients at every touchpoint
- Build trust, foster long-term relationships, and uphold the standards and values of our team
Qualifications
Experience & Education
- 2–5 years of administrative experience in the real estate industry (required)
- High school diploma or equivalent; additional education in office administration or real estate is an asset
- Experience with event planning, bookkeeping, and social media management is an asset
- Real estate license is optional but considered an asset
Skills & Tools
- Excellent written and verbal communication skills in English
- Strong organizational, multitasking, and time-management abilities
- Exceptional attention to detail and commitment to accuracy
- Proficiency with Microsoft Office, Google Workspace, Follow Up Boss, and Canva Pro
- Experience with WebForms, DocuSign, SkySlope, and DigiSign
Additional Requirements
- Valid driver's license and ability to travel within the GTA as required
- Flexibility to work some evenings and weekends as the nature of real estate demands
Who You Are
- Self-motivated, proactive, and solutions-oriented
- You take ownership of your work and follow through without being asked twice
- Detail-obsessed with a strong commitment to accuracy in everything you do
- A team player who also works confidently and independently
- Professional, positive, and passionate about delivering an exceptional client experience
What We Offer
- Competitive salary of $50,000 – $65,000 per year, commensurate with experience
- Collaborative, high-energy team culture
- Real opportunity to grow with an expanding GTA real estate team
- Hands-on exposure to all aspects of a busy, full-service real estate operation
How to Apply
Please submit your resume and a brief cover letter. We thank all applicants for their interest; only those selected for an interview will be contacted.
Job Types: Full-time, Permanent
Pay: $50,000.00-$65,000.00 per year
Benefits:
Work Location: In person
