Real Estate Administrative Marketing Assistant
Keller Williams Realty, Brokerage
Toronto, ON
Posted ago
Keller Williams Realty, Brokerage

THIS ROLE IS PART TIME TO START (during COVID-19) and will move to full time as we come out of the woods with COVID-19.

Bilingual (Francophone and/or Filipino) is preferred but not necessary.

Are you a stickler for avoiding grammatical errors? Do you make sure to do things the right way, the first time? Are you looking for a career where your passion for organization and efficiency will be highly appreciated? If you are comfortable working in a fast-paced industry, can prioritize many daily tasks, and deliver a great customer experience, you could be who we are looking for!

With the help of this individual, agents will be able to focus more on selling real estate and much less on the back-end/daily administrative tasks. The top candidate will be willing to go above and beyond their duties and is excited about the opportunity for growth and expansion.

Our mission is to add a dependable, sharp, and motivated overachiever to join our growing team. We are seeking someone who will be dedicated and reliable with extreme attention to detail. You take pride and ownership in your quality of work and will help grow the business based on those quality aspects. Our ideal candidate is someone with excellent communication and client service skills is technologically savvy, accountable, optimistic, and has a high level of accuracy. We are interested in someone with a proven track record of creating and implementing systems and procedures in an office atmosphere and who pays special attention to detail. This person will have a strong sense of urgency and must enjoy "to-do lists." They will be an “outside the box” thinker and problem solver.

This opportunity is for someone who desires to contribute to the growth of a team and refinement of the business while advancing along with it. We’re searching for a diligent real estate executive assistant. You’ll be responsible for managing all paperwork in a timely manner, notifying clients of approaching deadlines, ensuring each deal goes through the proper channels, manage all marketing and marketing platforms, scheduling appointments, and providing superb customer service. In addition, you’ll market our brand and arrange team events in the community. Applicants should be extremely thorough, possess great interpersonal skills, and have basic knowledge of paperwork processes and database management.

Though Real Estate experience is preferred, we will train the selected candidate to be THE best of the best.

We thank all applicants for their interest, however, only those candidates selected for interviews will be contacted.


Administration Tasks

  • Review, improve and design new systems in all facets of the business including and not limited to administration and database systems
  • Establish and implement checklists and procedures and improve the overall efficiency and profitability of the business
  • Create and document procedural and operational strategies to implement those efficiencies
  • Process deal paperwork, booking appointments, payroll/HR, data entry, tracking numbers and goals, project management, event coordinating, establish affiliate partnerships
  • Process payments, expenses, and other financial responsibilities
  • Budget management and tracking (Profit Loss)
  • CRM and database management

Client Concierge Tasks

  • Facilitate all details for our clients: (Appointments, deposits, inspections, issues, lawyers, fielding calls/emails, closing gifts)
  • Manage, order, maintain, and confirm client appreciation events, tickets, gifts, etc.
  • Respond to client emails and phone calls

Marketing Tasks

  • Create efficient and relevant marketing material for the specific target markets
  • Consistently suggest improvements to current marketing and all web materials including and not limited to our website
  • Blogs, website content updates, social media, LinkedIn, e-blasts, Monthly Newsletters
  • Create marketing materials such as feature sheets/ property flyers, postcards, “Thank You” cards
  • Edit and promote online videos/YouTube
  • Create and manage Facebook / Google Ads
  • Manage Social Media Accounts
  • Create and manage Kijiji and Craigslist Ads

Personal Assistant Tasks

  • Coordinate Tax planning, receipt management with the accountant
  • Travel planning for Team Leader and Team Members


  • Bilingual (Francophone and/or Filipino) is a plus
  • Experience in the real estate industry is a plus
  • Able to prioritize and manage a range of responsibilities
  • Some weekend and evening hours are required
  • Technologically savvy; able to learn new programs quickly and troubleshoot common issues
  • Must be organized, proficient and punctual
  • Has a growth mindset
  • Communicate clearly both written and verbally
  • Ability to assess, prioritize and act quickly and with discretion
  • Excellent customer service and interpersonal skills; can empathize and build relationships with a variety of personalities
  • Multi-task at a high level
  • High sense of urgency
  • General understanding of the Real Estate business
  • Professional phone etiquette
  • Proficient in Mac and PC platforms, Internet (Social Media)
  • Highly organized, task-oriented and self-motivated
  • Reside within the GTA area
  • Team player

$20 hourly
About Keller Williams Realty, Brokerage

Talent. Drive. Innovation. Service.

We have what it takes to push real estate forward.

With expertise in real estate, entrepreneurship, technology, and more, our leaders have the tools to clear a path toward success.

Our team of training experts and award-winning coaching programs go unrivaled year after year, keeping our agents at the top of their game. At Keller Williams, we’re focused on building technology that’s smart and human, empowering you to be more and earn more.

Adding franchises to new countries year after year, we’re proving that real estate and homeownership are universal values without bounds or borders.

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