Real Estate Administrative Assistant

The HR Pro; Toronto; On-site; CAD 50,000 - 70,000; Full time

Job summary

A real estate firm in Toronto is seeking an organized and process-driven Operations & Sales Assistant. The role involves managing administrative tasks, optimizing workflows, and supporting agents to enhance efficiency. Ideal candidates will have over 3 years of experience, strong communication skills, and proficiency in various software tools. This position offers an opportunity to work in a fast-paced environment focused on delivering high-quality service.

Qualifications

• 3+ years of experience in operations or process management.
• Strong ability to create and implement efficient workflows.
• Exceptional organizational, analytical, and problem-solving skills.

Responsibilities

• Manage operational workflows and streamline processes.
• Evaluate and refine onboarding and offboarding processes.
• Train and support new agents.

Skills

Fluent English

Proactive attitude

Troubleshooting

Social media knowledge

Customer service experience

Microsoft Office Suite proficiency

Tools

Trello

Follow-up Boss

Broker Wolf

DotLoop

CRM systems

Job description

About the role

A career in a professional assistant role in the Real Estate industry will provide you with an opportunity to learn, critically analyze and actively assist in improving existing / future business models / practices. The models / practices our team uses aim at identifying, cultivating and nurturing past, present, future client relationships, while increasing efficiency to help streamline day-to-day business operations. Our team's main objective is to offer our past / present / future clients an unmatched level of service, value, knowledge and experience. Ideal candidates will be results-driven and will assist the team in achieving clear goals & annual objectives.

Responsibilities

• Administrative management throughout both buyer and seller transactions
• Complete and maintain real estate forms and documentation
• Communicating / coordinating with vendors & all real estate-related partners / businesses
• Coordinating photography / videography / staging / print materials
• Paperwork and associated deals management
• Maintaining team leader’s calendars & scheduling meetings / calls with clients
• Management and critical analysis of marketing / advertising
• Blog and creative content development
• Compiling / reviewing / calculating / managing reports / data and interpreting what information team needs to act on
• Maintain all social platforms and creative content development
• Create and prepare all marketing material digital and print form
• Maintain a positive team environment with collaboration being key
• Grow brand through community and online platforms
• Create and execute lead generation sources
• Grow efficiency of existing processes and procedures
• Actively pursue strategic and operational objectives
• Schedule and perform training and onboarding
• Maintain office organization and supplies
• Pick up and deliver various items
• Other duties as required

What You'll Bring to This Role

• Ability to fluently communicate in English
• All around proactive and positive attitude
• Ability to troubleshoot independently and find solutions
• Knowledge of social media and blogging best practices
• An interest in working within a digital world with particular attention to technology trends, an openness to learning new tools, procedures and adapting how you work
• A demonstrated commitment to offering value to our clients and providing a truly memorable and high level of customer service that will keep our clients returning for years to come
• Relevant experience in customer service, administration or applicable transferable skills
• Computer knowledge in Microsoft Office Suite : OneDrive, Excel, PowerPoint

Requirements

Operations & Sales Assistant We are looking for a highly organized and process-driven Operations & Sales Assistant to support our growing team. This role is ideal for someone with experience in operations, process optimization, and systems creation, who thrives in a fast-paced environment and is eager to improve efficiency across multiple departments. The ideal candidate will take of operational workflows, streamline onboarding / offboarding processes, and reporting and administrative functions to support our agents and leadership team. What’s Involved Operational Process & Systems Management

• Evaluate, document, and refine onboarding, offboarding, and agent support processes improve efficiency.
• Create and implement standard operating procedures (SOPs) for key administrative and sales support functions.
• Optimize use of technology tools such as Trello, Follow-up Boss, Broker Wolf, DotLoop, and CRM systems to enhance workflow automation.
• Agent Support & Onboarding
• Conduct individual training and orientation sessions for new agents.
• Manage all aspects of agent onboarding (all branches), including paperwork, TRREB and RECO applications / transfers, and account setups (Google, DotLoop, CRM).
• Initiate follow-up processes for managers and agents to ensure smooth transitions.
• Oversee Broker Wolf deal processing setup for all new agents.
• Agent Offboarding
• Manage all administrative aspects of agent departures, including paperwork processing and account closures.
• Ensure a seamless transition by following structured offboarding procedures.
• Administrative & Sales Support
• Maintain a Weekly Agent Report tracking recruiting, incoming, and outgoing agents.
• Manage the Distillery Training Calendar, scheduling workshops and training sessions.
• Facilitate lead transfers for call sessions across all branches.
• Oversee and respond to group inboxes (e.g., [e-mail], [e-mail]).
• Generate and distribute sales reports to the Senior Leadership Team (SLT) as needed.
• Provide sales data to the Marketing team upon request.
• Event & Meeting Coordination
• Track and coordinate annual agent awards.
• Order food for meetings, workshops, and training sessions.
• Schedule and manage meeting bookings for SLT.
• Support event planning initiatives for company-wide activities.
• Talent Specs
• 3+ years of experience in operations, process management, or systems creation, preferably in real estate, professional services, or a related field.
• Strong ability to create, refine, and implement efficient workflows.
• Experience using Trello, Follow-up Boss, Broker Wolf, DotLoop, Google Suite, and CRM systems (or similar platforms).
• Exceptional organizational, analytical, and problem-solving skills.
• Proven ability to manage multiple priorities, work independently, and take initiative.
• Strong communication and interpersonal skills to support agents and leadership teams.
• A proactive, solution-oriented mindset with a focus on process improvement.