POSITION OVERVIEW

The Unlicensed Real Estate Assistant / Transaction Coordinator is a vital support role responsible for managing administrative, marketing, and transaction-related tasks. This role ensures smooth operations behind the scenes, allowing agents to focus on client relationships and sales. The assistant handles lead management, paperwork coordination from offer to closing, client communication, and marketing support, all while maintaining high accuracy and professionalism.

QUALIFICATIONS AND EXPERIENCE

• Minimum 2 years of experience in real estate administration or office coordination preferred
• Proficient with MLS, CRM systems, Google Workspace, and common office software
• Strong written and verbal communication skills in both English and French
• Ability to work independently with minimal supervision
• Detail-oriented, organized, and efficient in managing multiple priorities
• Tech-savvy and adaptable to new software and tools
• Understanding of real estate transaction processes is an asset
• Canva for creating marketing materials is a plus

WORKPLACE DESCRIPTION

This is a remote position requiring a quiet, organized workspace with a reliable internet connection and a computer capable of running required software. Frequent virtual communication with the team via email, phone, and video conferencing is essential.

DAILY TASKS

• Enter, verify, and manage leads in the CRM database
• Respond promptly to client and team communications (email, phone, social media)
• Schedule and confirm appointments for showings, inspections, and meetings
• Upload and maintain listing photos, documents, and marketing materials
• Communicate showing feedback to sellers and log in the CRM
• Maintain accurate digital and physical client files
• Assist with basic IT troubleshooting and software updates
• Fill up paperwork (offers, contracts)

WEEKLY TASKS

• Prepare and send weekly lead and activity reports
• Prepare CMA’s (Comparable Market Analysis)
• Confirm showings schedules and communicate with all parties
• Follow up with leads
• Attend weekly team zoom meetings and report on assigned tasks
• Follow up with sellers regarding marketing and showing feedback
• Keep transactions in a smooth flow
• Upload paperwork into EZMAX (listing files)
• Pay checks every 2-weeks

MONTHLY TASKS

• Generate mailing lists for newsletters and promotional campaigns
• Produce and distribute monthly lead and activity reports
• Prepare and send client letters (21-day updates, congratulations, sold firm)
• Send invoices to accountant
• Review MLS listings and paperwork accuracy before and after broker load
• Month End - Taxes remittance

QUARTERLY / ANNUAL TASKS

• Assist with goal setting and performance reviews
• Update and optimize team systems and workflows
• Participate in ongoing training for tools, compliance, and industry updates