Company Overview
At Heaps Estrin, we pride ourselves on being more than just a real estate team; we are innovators driving change and elevating the real estate experience for our clients. With a relentless focus on excellence, we empower our team to achieve outstanding results while ensuring operational efficiency that drives our success.
Summary
As a Dedicated Sales Assistant (DSA), you will work directly with our Top Producing Agents, providing full-spectrum operational and client support throughout every phase of the real estate process. This is a client-facing, detail-driven, and proactive role, ideal for a licensed Real Estate Agent who thrives in a high-performance environment and takes pride in delivering polished, seamless results.
Responsibilities
Pre-Listing and Preparation
- Coordinate all aspects of listing readiness - vendor scheduling, staging, photography, and home preparation.
- Prepare and update listing materials, CMAs, and MLS data sheets.
- Manage all documentation (listing agreements, disclosures, clauses) with accuracy and attention to compliance.
- Liaise with clients, agents, and internal departments to ensure every property launches smoothly and on schedule.
- Secure vendors, obtain quotes, and oversee budget tracking and invoicing.
- Ensure each listing is fully styled, photo-ready, and presented to the highest Heaps Estrin standard.
While the Listing Is Live
- Manage property showings, open houses, and client communication.
- Prepare brochures, feature sheets, and marketing materials.
- Coordinate agent and public open houses, ensuring professional execution.
- Maintain real-time updates in CRM systems (Follow Up Boss, BrokerBay, SISU).
- Support social media and marketing efforts — “Coming Soon,” “Just Listed,” and “Sold” content creation.
- Ensure all listing details on MLS and marketing channels remain current and accurate.
Post-Sale and Closing
- Oversee condition fulfillment, lawyer coordination, and client communications leading to closing.
- Arrange de-staging, vendor pickups, and final walkthroughs.
- Manage deposit logistics, compliance documentation (RECO, FINTRAC), and closing gifts.
- Ensure a smooth and memorable client experience through to completion.
Buyer and Lease Support (As Needed)
- Schedule and attend buyer or lease showings.
- Draft offers, lease agreements, and supporting documentation.
- Liaise with cooperating agents, lawyers, and mortgage professionals to facilitate transactions.
- Maintain consistent communication and follow-up with leads and clients.
General Support
- Maintain up-to-date CRM records and client information.
- Draft and edit professional correspondence and client communications.
- Attend team events, open houses, and client functions as needed.
- Collaborate across internal departments to streamline processes and ensure excellence.
Skills and Attributes
- Exceptionally organized and detail-oriented
- A proactive problem solver who thrives in fast-paced environments.
- Strong communicator who builds trust and rapport with ease
- Tech-savvy, with experience using BrokerBay, FollowUp Boss, Authentisign, MLS, SISU and related tools
- Thrives under pressure and manages multiple priorities efficiently
- A true team player who embodies professionalism and a commitment to service excellence
Experience and Qualifications
- Licensed Real Estate Agent in Ontario (required)
- Familiarity with Toronto's real estate market
- A valid driver’s license and access to reliable transportation
- Fluency in English
Call-To-Action
If you’re a licensed Realtor who thrives on precision, collaboration, and client care, we'd love to meet you. Apply today with your resume and a short cover letter outlining why you’d be an exceptional fit for the DSA role.
Job Types: Full-time, Permanent
Pay: $50,000.00-$60,000.00 per year
Benefits:
- Company events
- Dental care
- Extended health care
- On-site parking
- Paid time off
- Store discount
- Vision care
Work Location: In person
