Real Estate Sales Assistant
Adam Weiner & Associates
Midtown Toronto
Job Type: Full-Time, Permanent
Compensation & Benefits
Salary: Competitive, based on experience
Benefits Include:
- Paid Time Off
- Company Events
- Health Spending Account
- Vision Care
- Dental Care
- Extended Health Care
Company Overview
At Adam Weiner & Associates, we pride ourselves on being the #1 real estate team in the C4 district of Midtown Toronto. Our expertise spans many of the city's most sought-after neighbourhoods, including Lawrence Park, Bedford Park, Lytton Park, Allenby, Forest Hill North, Wanless Park, Teddington Park, Ledbury Park, Davisville, Leaside, Sherwood Park, Chaplin Estates, Moore Park, York Mills, and the surrounding communities.
We are more than just a real estate team. We have long-standing ties to the community, deep-rooted branding, and trusted relationships built over decades throughout Midtown Toronto. With a relentless focus on excellence, we are committed to elevating the real estate experience for every client while empowering our team to achieve exceptional results through outstanding service, professionalism, and operational excellence.
Position Summary
As our Real Estate Sales Assistant, you will work directly alongside our top-producing agent, Courtney Smith, providing full-spectrum operational, administrative, marketing, and client support throughout every phase of the real estate process.
This is a highly client-facing, detail-oriented, and proactive role that is ideal for a licensed Ontario Realtor who thrives in a fast-paced, high-performance environment and takes pride in delivering a polished, seamless client experience.
ResponsibilitiesPre-Listing & Preparation
- Coordinate all aspects of listing preparation, including vendor scheduling, staging, photography, videography, floor plans, measurements, and home preparation.
- Prepare and update listing materials, Comparative Market Analyses (CMAs), MLS data sheets, feature sheets, and marketing collateral.
- Manage all listing documentation, including listing agreements, disclosures, clauses, and compliance paperwork with exceptional accuracy.
- Liaise with clients, agents, photographers, stagers, trades, and internal team members to ensure every listing launches smoothly and on schedule.
- Source vendors, obtain quotes, oversee project timelines, track budgets, and manage invoicing.
- Ensure every property is professionally prepared, fully styled, photo-ready, and presented to the highest Adam Weiner & Associates standard.
While the Listing Is Live
- Manage all property showings, open houses, and ongoing client communication.
- Host and attend public and agent open houses, as well as private property showings, delivering a polished, knowledgeable, and welcoming experience for prospective buyers.
- Work weekends, with the expectation of regularly hosting public open houses each weekend.
- Set up and take down all open house signage, feature sheets, marketing materials, directional signs, and presentation items to ensure every property is showcased to the highest Adam Weiner & Associates standard.
- Greet visitors, answer questions about the property, neighbourhood, schools, amenities, and market conditions, and confidently communicate each home's key selling features.
- Ensure all visitors are properly registered and signed in to maintain RECO compliance and accurate lead tracking.
- Collect visitor feedback, update the CRM with all open house and showing activity, and communicate buyer interest and market insights to the team.
- Prepare brochures, feature sheets, and marketing materials.
- Coordinate agent and public open houses, ensuring professional execution.
- Maintain real-time updates within our CRM and internal systems.
- Support social media and marketing initiatives, including Coming Soon, Just Listed, Sold, and other digital content.
- Ensure all MLS and marketing information remains accurate and up to date.
Post-Sale & Closing
- Oversee condition fulfillment, lawyer coordination, and client communication leading up to closing.
- Coordinate de-staging, vendor pickups, and final walkthroughs.
- Manage deposit logistics, RECO compliance, FINTRAC documentation, and closing gifts.
- Ensure every client enjoys a seamless, memorable experience through possession day.
Buyer & Lease Support
- Schedule and attend buyer and lease showings.
- Draft offers, lease agreements, amendments, waivers, and all supporting documentation.
- Liaise with cooperating agents, lawyers, mortgage professionals, inspectors, and other service providers throughout each transaction.
- Maintain consistent communication and follow-up with active buyers, tenants, leads, and clients.
General Support
- Maintain accurate, up-to-date CRM records and client information.
- Draft and edit professional correspondence and client communications.
- Attend team events, host open houses, and participate in client appreciation events and community functions.
- Collaborate across all aspects of the business to streamline processes, improve efficiency, and maintain our standard of excellence.
Skills & Attributes
We're looking for someone who is:
- Exceptionally organized with meticulous attention to detail.
- A proactive problem solver who thrives in fast-paced environments.
- An outstanding communicator who builds trust and rapport with clients and colleagues.
- Tech-savvy, with experience using MLS, BrokerBay, Realm, GeoWarehouse, WebForms, DocuSign, Microsoft Office, Google Workspace, and related real estate technology.
- Able to manage multiple priorities while remaining calm under pressure.
- Professional, positive, adaptable, and committed to delivering exceptional client service.
- Passionate about luxury real estate and committed to continuous learning and growth.
Experience & Qualifications
- Licensed Real Estate Agent in Ontario (Required)
- Familiarity with the Toronto real estate market
- Valid Ontario driver's licence and access to reliable transportation
- Excellent written and verbal English communication skills
Why Join Adam Weiner & Associates?
This is an opportunity to work alongside one of Midtown Toronto's top-producing real estate teams, gaining hands-on experience with luxury listings, sophisticated marketing, and high-level client service.
You'll play an integral role in every aspect of the business while receiving mentorship, exposure to exceptional clients, and unparalleled opportunities for professional growth and career development.
Why Work Alongside Courtney Smith?
This is far more than a traditional real estate assistant role. It's an opportunity to work side by side with one of Midtown Toronto's top-performing Realtors, gaining hands-on experience in luxury real estate, high-level negotiations, sophisticated marketing, personal branding, and exceptional client service.
Courtney Smith is a top-producing Realtor with Adam Weiner & Associates, specializing in Midtown Toronto's most sought-after neighbourhoods. She has built her business on trusted relationships, relentless attention to detail, strategic negotiation, innovative marketing, and an unwavering commitment to delivering an exceptional client experience. From multimillion-dollar listings and complex negotiations to social media, branding, and business development, you'll have a front-row seat to every aspect of building and operating a successful real estate business.
More importantly, you'll receive direct mentorship and coaching that extends well beyond real estate. This role offers an unparalleled opportunity for both personal and professional growth. You'll develop the habits, systems, communication skills, confidence, business acumen, and mindset that create long-term success in any career.
If you're ambitious, coachable, and committed to becoming the best version of yourself, this position has the potential to accelerate your growth in ways that would take decades to achieve on your own. The knowledge, experience, and mentorship you'll gain throughout this role represent an investment in your future that is worth far more than a salary alone.
We are looking for someone who is eager to learn, willing to be challenged, and excited to build an extraordinary career while making a meaningful impact on the lives of our clients. For the right person, this isn't simply a job—it's a career-defining opportunity.
Apply Today
If you're a licensed Realtor who thrives on precision, collaboration, and delivering exceptional client experiences, we'd love to hear from you.
Please submit your resume along with a brief cover letter outlining why you would be an exceptional fit for the Real Estate Sales Assistant position Alongside Courtney Smith with Adam Weiner & Associates.
Job Types: Part-time, Freelance
Pay: $50,000.00-$60,000.00 per year
Benefits:
- Company events
- Flexible schedule
- On-site parking
Application question(s):
- Why are you interested in this opportunity over a traditional Realtor role?
- Do you have a real estate license?
- Do you have a car?
- Real estate is not a traditional 9-to-5 career. Can you provide an example of a role where you regularly went above and beyond normal business hours to deliver exceptional results?
- This role requires weekend work, evening availability, and flexibility based on client needs. Are you comfortable with that level of commitment?
- What are your long-term career goals, and how does this role help you achieve them?
- Tell us about a goal you've set for yourself that required significant discipline and consistency. How did you achieve it?
- What books, podcasts, courses, or mentors have had the biggest impact on your personal or professional development?
- This role includes direct coaching and feedback on a daily basis. Tell us about a time you received constructive criticism that helped you improve.
- Are you comfortable hosting open houses, working weekends, and attending evening client events?
- What are you willing to sacrifice over the next three years to build an exceptional career?
- This role offers opportunity for advancement. Where do you see yourself professionally in five years, and what annual income are you working toward?
Licence/Certification:
- real estate license? (required)
- Driving Licence (required)
Work Location: In person
