We are looking for an Administrative Assistant to support a busy Real Estate team in Toronto, Ontario. This position is well suited to someone who enjoys coordinating moving parts, communicating with clients and service providers, and keeping projects on track from start to finish. The successful candidate will help deliver an excellent client experience while handling scheduling, documentation, and day-to-day administrative operations in a fast-paced environment.
Responsibilities:
- Coordinate the services needed to prepare properties for market, including booking photographers, staging specialists, cleaners, inspectors, movers, and other external partners.
- Maintain consistent and clear communication with clients, respond to questions promptly, and ensure appointments and follow-ups are handled efficiently.
- Provide administrative support to the team by managing calendars, assisting with transaction-related activities, and keeping schedules organized.
- Track project milestones and timelines so listings move forward smoothly, on schedule, and to a high standard of presentation.
- Liaise with contractors, trades, and vendors to confirm work is completed within expected timelines and project requirements.
- Assist with preparing offers, organizing supporting documents, and maintaining accurate transaction files in line with compliance needs.
- Oversee rental and lease listing administration across relevant platforms and help assemble marketing materials such as feature sheets, listing packages, and presentations.
- Maintain organized records for invoices, expenses, and client files while identifying practical ways to improve workflows and the overall client experience.
- Minimum 5 years of administrative or coordination experience, preferably in residential real estate or a related service-based environment.
- Demonstrated ability to manage multiple projects, deadlines, and stakeholders at the same time without losing attention to detail.
- Strong client service skills with a clear, confident, and approachable communication style.
- Excellent organizational, time management, and problem-solving abilities in a fast-paced setting.
- Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
- Experience handling phone and email correspondence, data entry, appointment scheduling, and general office administration.
- Ability to work independently while contributing effectively within a collaborative team environment.
- Familiarity with Toronto real estate processes, marketing tools, or transaction management platforms would be considered an asset.
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