TEAM MAJESKI · REAL ESTATE LOVE LTD.
Client Care & Listings Specialist
Executive Assistant, Client Relations — Real Estate
Location: Etobicoke (Mimico), ON — in-office
Work Type: Full Time, 40 hours+/week
Compensation: Competitive salary based on experience
Reporting To: Michael Majeski (Broker) and Summer Majeski (COO)
About Us
Real Estate Love Ltd. (Mike Majeski), operating under Re/Max Realty Specialists Inc., Brokerage, is a top-performing real estate business based in Toronto — has ranked #3 in Canada and #10 in the world. We work with clients across Ontario and specialize in Etobicoke and Toronto's west end. We are a tight, systems-driven team handling a high volume of transactions, and we care as much about how our clients feel as we do about how their deals close.
The Role
You will be our clients' main point of contact through their transaction. You will work alongside our Transaction Manager on every deal from start to finish: she runs the paperwork and documentation side; you carry the client side — the overall timeline, the follow-ups, the check-ins, and the questions that are not about documents. You will stay close enough to every deal to see the full picture and connect the pieces, keeping clients informed and confident while our Broker stays focused on selling.
This is a client-facing role in a fast-moving office. You will be in the flow of live listings, offer nights, buyer showings, and closings — often the last set of hands on something before it reaches the Broker or the client. Alongside the deals, you will keep our marketing pieces and client events moving by coordinating the people and materials that make them happen.
What You Will Own
Client communication & care
- Client-facing emails and correspondence across all active deals
- Confirming every appointment in advance (at least one day ahead, two ideal)
- Pre-close and post-close check-ins by text and email, and updating our CRM and client records with progress
- Gift management — selection tracking, delivery, and record-keeping
Listings & go-live
- Accuracy checks on every listing before it goes live — taxes, rentals, and other risk items
- Scheduling staging walk-throughs; compiling notes, reports, and costs
- Scheduling trades and vendors, and keeping clients informed of the schedule
- Drafting listing timelines for review and collecting required documents
- Getting materials, signs, and lockboxes to properties and installed on time
- Pre-booking the pre-list strategy call with the Broker the day before go-live
Buyers & showings
- Search criteria and search setup for buyer clients
- Booking showings, preparing showing materials, and supporting buyers through the process
- Managing revisit correspondence and preparing materials for the Broker
Office rhythm
- Finalizing the Broker's weekly call list — updating it daily and having it printed by 9:00 a.m.
- Open house prep — materials for the Broker and getting houses open-house ready
- Co-owning the Active Client List with our Transaction Manager — you are where the up-to-date information gets entered, keeping it accurate and current
- Maintaining our CRM (Follow Up Boss) and client records
- Filing and maintaining office records
Marketing coordination
- Coordinating our marketing pieces between the designer and the printer — billboards, flyers, and print materials — and keeping them on schedule
- Organizing mail-outs and distribution
- Helping coordinate social media scheduling alongside the Broker
Client events & markets
- Prepping and coordinating client events, markets, and community initiatives
- Ordering and organizing supplies and materials so everything is ready for the agents to use
- Setup, packing, and occasional weekend participation at events
What You Bring
- Real estate experience is essential — you know the rhythm of listings, offers, conditions, and closings
- A licensed real estate assistant is a definite asset
- Excellent written communication with a warm, professional client manner
- Strong organizational instincts — you track many moving deals without dropping threads
- Tech-savvy: G-Suite, Slack, CRM tools (Follow Up Boss a plus), and e-signature platforms such as DocuSign
- Comfort double-checking detail-heavy documents where accuracy carries real risk
- Comfort coordinating vendors and deadlines — designers, printers, and trades — and chasing details until they are done
- Genuine willingness to be present at events and engage with the community
- A valid driver's licence and comfort travelling to properties as needed
- Ability to work independently, solve problems proactively, and communicate constantly with teammates
How We Work
- Quarterly goal check-ins and an annual performance and salary review
- A 30-60-90 day plan with measurable targets, built with you in your first month
- Paid vacation plus an annual paid holiday season shutdown
- A team that documents its systems and keeps improving them — you will help shape the processes you run
Conditions of Employment
- Reference checks and a clear criminal record check
- Valid SIN and government-issued identification
- Signature on a Confidential Information and IP Assignment Agreement and Employment Agreement
Real Estate Love Ltd. is an equal opportunity employer that values the strength of diversity in the workplace. All qualified applicants — regardless of race, colour, religion, gender, sexual orientation, marital status, gender identity or expression, nationality, age, disability or veteran status, or any other characteristic protected by applicable law — are strongly encouraged to apply.
Pay: $60,000.00-$75,000.00 per year
Benefits:
- Casual dress
- Company events
- On-site parking
- Paid time off
Work Location: In person
