Real Estate Executive Assistant & Transaction Coordinator
Location: In Office
Employment Type: Full-Time
Overview
Seeking a highly organized, dependable, and experienced Real Estate Executive Assistant & Transaction Coordinator to support a busy, high-performing real estate business. This role is ideal for someone who takes pride in keeping operations running smoothly, thrives on organization and follow-through, and enjoys taking ownership of recurring responsibilities without needing constant direction.
The successful candidate will combine strong administrative and executive support skills with hands-on experience managing resale real estate transactions from listing through closing. They will serve as a trusted operational partner, ensuring that clients, trades, lawyers, mortgage professionals, and cooperating agents receive exceptional service throughout every stage of the transaction process.
This position requires someone who is proactive, detail-oriented, and service-minded—someone who understands that every interaction contributes to the long-term success and reputation of the business.
Required Experience & Qualifications
- Minimum 3 years of experience coordinating resale real estate transactions within a high-performing team or agent environment
- Strong knowledge of Ontario real estate forms, contracts, compliance requirements, and brokerage procedures
- Experience managing transactions from listing through firm closing
- Proven experience in executive assistant, administrative support, or operations coordination roles
- Exceptional organizational and file management skills
- Strong written and verbal communication skills
- Ability to manage multiple priorities and deadlines simultaneously
- High level of discretion and professionalism when handling confidential information
- Proficiency with real estate technology, document management systems, and Microsoft Office/Google Workspace
Key ResponsibilitiesTransaction Coordination & Compliance
- Manage and organize transaction files from listing through closing
- Prepare, review, submit, and maintain all real estate documentation and compliance paperwork
- Coordinate with clients, lawyers, mortgage brokers, inspectors, trades, and cooperating agents
- Monitor deadlines, conditions, deposits, closing dates, and required documentation
- Assist with listing preparation, MLS paperwork, and document collection
- Maintain accurate records and ensure all files meet brokerage compliance standards
Executive & Administrative Support
- Manage schedules, appointments, and administrative workflows
- Maintain established systems, processes, and checklists while identifying opportunities for improvement
- Take ownership of recurring responsibilities and ensure tasks are completed consistently and accurately
- Anticipate needs and proactively address administrative requirements before they become urgent
- Support day-to-day business operations to allow leadership to focus on high-value activities
- Assist with client communications, follow-up, and service coordination
- Support with social media and video
Client Experience & Relationship Management
- Deliver exceptional service with professionalism, kindness, and attention to detail
- Respond promptly and thoughtfully to client inquiries, demonstrating a solution-oriented mindset
- Build trust through reliability, clear communication, and consistent follow-through
- Recognize that every client, vendor, and trade relationship contributes to future business opportunities
Who You Are
You are someone who genuinely enjoys creating order, maintaining systems, and ensuring nothing falls through the cracks. You don't need to be reminded of your responsibilities because you take ownership of them naturally. You are calm under pressure, highly conscientious, and committed to delivering excellent work.
You are:
- Reliable, steady, and highly dependable
- Detail-oriented and process-driven
- An excellent listener who seeks to understand before acting
- Humble, empathetic, and service-focused
- Professional in all communications and interactions
- Comfortable following established procedures while also identifying solutions to problems
- Able to work independently while remaining collaborative and team-oriented
- Adaptable and comfortable operating within a growing or occasionally undefined structure
- Proactive in finding answers and resolving issues
- Committed to helping others succeed by keeping operations running smoothly
What Success Looks Like
In this role, success means becoming the operational backbone of the business—someone leadership can trust completely to manage details, maintain systems, coordinate transactions, and provide a consistently high level of service to clients and partners. You create confidence through your reliability, organization, and commitment to excellence.
If you are an experienced real estate professional who enjoys ownership, organization, and supporting a growing business behind the scenes, we would love to hear from you.
Pay: From $70,000.00 per year
Application question(s):
- Describe how you see your contribution leading to the success of this role and team:
- What kind of team dynamic do you best thrive in:
Experience:
- Real Estate Full Service Reception: 3 years (preferred)
Work Location: In person
