Real Estate Assistant/Coordinator

Zohorecruit; Toronto; Remote; CAD 30,000 - 42,000; Part time

Job summary

Zohorecruit in Richmond Hill/Toronto area seeks a Real Estate Assistant/Coordinator to support a busy team. This remote, fixed part-time position offers flexibility and growth potential, with opportunities to handle listings and client service across the city.

The role focuses on administrative, marketing, and client support, requiring strong organization, attention to detail, and the ability to balance multiple projects. Occasional evenings/weekends and driving to properties are expected.

Qualifications

• Strong verbal and written communication in English.
• Highly organized, detail-oriented, and able to manage multiple priorities.
• Service-oriented, professional demeanor, and able to work independently or in a team.
• Availability to work evenings and weekends as needed (not often).
• Must have a valid driver’s license and vehicle.

Responsibilities

• Manage team calendars, schedule appointments, and coordinate showings.
• Conduct regular project and client check-ins, including monitoring the status of listings and buyers and communicating updates.
• Prepare and process listing documents, agreements, and offers using WebForms/DocuSign.
• Prepare buyer offers and listing paperwork, ensuring all documentation is accurate and complete on time.
• Upload and maintain accurate property listings on MLS.
• Track and confirm showing appointments and follow up as needed.
• Maintain client records and transaction files, ensuring proper filing and organization.
• Coordinate deliveries of marketing materials and other items to properties and clients.
• Communicate with contractors and service providers to coordinate projects and payments.

Skills

Communication skills

Organizational skills

Attention to detail

Tools

WebForms

DocuSign

REALM

Follow Up Boss

Chyme

Job description

Must be local to the Richmond Hill/Toronto area and able to travel to properties and projects as needed.

This high-performing, client-focused real estate agent who is known for professionalism, energy, and commitment to exceptional service, is looking for an enthusiasticReal Estate Assistant/Coordinatorto join their growing business. This role offers flexibility, a collaborative culture, and the opportunity to contribute to a variety of exciting real estate projects. This position is remote with fixed part time hours with the potential to turn full time.

The Real Estate Assistant/Coordinator will provide essential administrative, marketing, and client service support to ensure smooth day-to-day operations for our busy team. This role requires exceptional organizational skills, attention to detail, and a passion for delivering outstanding service to both clients and colleagues. The ideal candidate thrives in a fast-paced environment, enjoys variety in their work, and is comfortable balancing multiple priorities.

Key Responsibilities & Administrative Support

• Manage team calendars, schedule appointments, and coordinate showings.


• Conduct regular project and client check-ins, including monitoring the status of listings and buyers and communicating updates as needed.


• Prepare and process listing documents, agreements, and offers using WebForms/DocuSign.


• Prepare buyer offers and listing paperwork, ensuring all required documentation is accurate and completed on time.


• Upload and maintain accurate property listings on MLS.


• Track and confirm showing appointments, following up as needed.


• Maintain and organize client records and transaction files.


• Ensure all paperwork and required documents are properly filed and organized.


• Ensure all required documents are completed, accurate, and compliant.


• Deliver marketing materials, lockboxes, housewarming gifts, and other items to properties and clients throughout the city as required.


• Communicate regularly with contractors and service providers to coordinate projects, follow up on outstanding items and payments, and ensure everyone is kept informed and satisfied.

Marketing & Client Engagement

• Arrange and oversee property staging, photography, videography, and other listing preparation services.


• Organize signage installation and removal as needed.


• Assist with the planning and execution of 1-2 annual client appreciation events.


• Knowledge of Hootsuite and Mailchimp is an asset.


• Attend team training sessions and meetings as required.


• Proactively identify ways to improve processes and clients experiences.


• Support the Team Leader and team members with ad-hoc tasks and special projects.

Requirements

Qualifications & Skills

• Mandatory:Previous real estate experience and proficiency withWebForms/DocuSign/REALM


• Minimum 2 years of administrative experience in a fast-paced environment.


• Proficient in CRMs such as Follow up Boss, Chyme or similar.


• Strong verbal and written communication skills in English.


• Highly organized, detail-oriented, and able to manage multiple priorities.


• Service-oriented, professional, and positive demeanor.


• Comfortable learning new systems and technologies.


• Able to work independently and as part of a team.


• Thrive under pressure with tight deadlines.


• Availability:Must be available to work evenings and weekends as needed (not often).


• Transportation: Must have a valid driver's license and vehicle.