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real estate administrative assistant

Posted on April 17, 2026 by Employer details Ira Kalemi Real Estate Team

Job details

*About Us* The Ira Kalemi Real Estate Team is a high-performing, client-focused real estate team based in Toronto, Ontario. We deliver exceptional results and a concierge-level experience for every client we work with. As our team continues to grow, we are looking for a sharp, organized, and experienced administrative professional to be the operational backbone of our business. *PLEASE NOTE: Previous real estate administrative experience is required. Applications without relevant experience will not be considered.* *About the Role* We are seeking a dedicated and highly organized Real Estate Administrative Assistant to support all aspects of our daily operations. This is a hands-on, fast-paced role that touches everything from transaction management and MLS listings to social media content and client communications. If you are detail-oriented, proactive, and thrive in a dynamic real estate environment, we want to hear from you. *Responsibilities* _Transactions & Compliance_ * Maintain and manage transaction files and documents in compliance with brokerage procedures and real estate regulations * Monitor agreements and proactively notify agents and clients of key dates and deadlines * Prepare offers and manage all transaction-related administrative tasks * Work across platforms including WebForms, DocuSign, SkySlope, DigiSign, and Follow Up Boss _Listings & Marketing_ * Upload, update, and manage MLS listings including open houses and sold properties * Create feature sheets and promotional marketing materials using Canva Pro * Coordinate with photographers, printers, and sign companies to ensure listings are market-ready * Prepare open house materials including signage and sign-in sheets _Operations & Administration_ * Manage calendars, schedule appointments, and coordinate meetings * Oversee incoming calls, emails, and team communications * Liaise with lawyers, mortgage brokers, and other third-party professionals * Assist with basic bookkeeping including invoice processing and expense tracking * Support market research and review of real estate statistics * Assist with organizing company events * Identify and implement opportunities to improve procedures and create efficiencies _Client Service_ * Deliver concierge-level service to clients at every touchpoint * Build trust, foster long-term relationships, and uphold the standards and values of our team *Qualifications* _Experience & Education_ * 2?5 years of administrative experience in the real estate industry _(required)_ * High school diploma or equivalent; additional education in office administration or real estate is an asset * Experience with event planning, bookkeeping, and social media management is an asset * Real estate license is optional but considered an asset _Skills & Tools_ * Excellent written and verbal communication skills in English * Strong organizational, multitasking, and time-management abilities * Exceptional attention to detail and commitment to accuracy * Proficiency with Microsoft Office, Google Workspace, Follow Up Boss, and Canva Pro * Experience with WebForms, DocuSign, SkySlope, and DigiSign _Additional Requirements_ * Valid driver's license and ability to travel within the GTA as required * Flexibility to work some evenings and weekends as the nature of real estate demands *Who You Are* * Self-motivated, proactive, and solutions-oriented * You take ownership of your work and follow through without being asked twice * Detail-obsessed with a strong commitment to accuracy in everything you do * A team player who also works confidently and independently * Professional, positive, and passionate about delivering an exceptional client experience *What We Offer* * Competitive salary of $50,000 ? $65,000 per year, commensurate with experience * Collaborative, high-energy team culture * Real opportunity to grow with an expanding GTA real estate team * Hands-on exposure to all aspects of a busy, full-service real estate operation *