Remote Real Estate Assistant/Coordinator

Bilinguallink; Saint-Lin–Laurentides; Remote; CAD 32,000 - 52,000; Full time

Job summary

Bilinguallink is seeking a proactive Real Estate Assistant/Coordinator to support a busy GTA team. This remote, part-time role offers flexible hours, with potential to grow into full-time as the business expands.

Responsibilities include managing calendars, coordinating showings, preparing listing paperwork, uploading MLS listings, and delivering marketing materials. Prior real estate admin experience and proficiency with WebForms/DocuSign/REALM are required.

Qualifications

• Real estate experience required; familiarity with WebForms, DocuSign, and REALM.
• Minimum 2 years administrative experience in a fast-paced environment.
• Proficient with CRMs such as Follow Up Boss or CHYME.
• Strong English communication; detailed and organized.

Responsibilities

• Manage team calendars, schedule appointments, and coordinate showings.
• Conduct regular project and client check-ins, monitor listings and buyers, and communicate updates.
• Prepare listing documents and offers using WebForms/DocuSign.
• Prepare buyer offers and listing paperwork, ensuring timely completion.
• Upload and maintain MLS listings and track showings.
• Coordinate with contractors and service providers; follow up on items and payments.
• Deliver marketing materials and coordinate client deliveries.
• Attend team trainings and support ad-hoc tasks.

Skills

Real estate experience

English communication

Administrative support

Multitasking

Team collaboration

Education

High school diploma or equivalent

Tools

WebForms/DocuSign/REALM

Follow Up Boss

Chyme

Job description

About The Role

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.

Team Collaboration

• 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.
• #hiringhp