Admin Assistant

Virtual Assistant
Real Estate Leasing Support | Remote | Full-Time or Part-Time

About ---------- - Email to ----------
---------- is a fast-growing real estate brokerage based in the Greater Toronto Area, specializing in pre-construction, resale, and leasing. We serve buyers, sellers, landlords and tenants across the GTA and operate with a tech-forward, systems-driven approach. As we scale our leasing operations, we are looking for a detail-oriented Virtual Assistant to support our team on the day-to-day administrative workflow within the TREBB (Toronto Regional Real Estate Board) ecosystem.

Role Overview
This is a remote support role focused on the administrative side of our real estate operations. You will work closely with our agents and operations team to keep listings accurate, applications organized, and processes moving efficiently. The ideal candidate has prior experience with TREBB MLS or Ontario leasing processes, but we are equally open to a sharp, tech-savvy candidate who is eager to learn and can get up to speed quickly.

Key Responsibilities
TREBB & MLS Support
Enter, update, and maintain property listings on TREBB MLS with accurate details, pricing, and photos
Ensure all listing data (unit type, amenities, availability dates, legal descriptions) is complete and error-free
Monitor listing statuses and flag expiring or inactive listings for agent review
Pull comparable listing data and prepare basic market summaries as needed

Application & Document Management
Collect, organize, and track tenant applications, IDs, employment letters, pay stubs, and credit reports
Maintain organized digital folders for each unit and applicant throughout the leasing lifecycle
Prepare and send standard real estate documents including Agreements to Lease using Ontario Standard Lease forms
Follow up with prospective tenants for missing documentation

Coordination & Communication
Schedule agent assignments and photos
Respond to agent inquiries via email in a timely and professional manner
Liaise with property managers and building contacts to confirm showing availability and access details
Track key dates such as offer deadlines, lease start dates, and deposit due dates

CRM & Operations Support
Update and maintain our CRM (Follow Up Boss) with lead statuses, notes, and follow-up tasks
Log all leasing activity and communications accurately for agent reference
Assist with monthly reporting on leasing pipeline, deals closed, and active listings
Support general administrative tasks that keep the leasing team running smoothly
Post listings on social media channels

What We Are Looking For
Nice to Have
Prior experience with TREBB MLS or Ontario residential leasing processes
Familiarity with Ontario Landlord and Tenant Board (LTB) forms and requirements
Experience with real estate CRMs such as Follow Up Boss, Salesforce, or similar
Background supporting real estate agents or a property management company

Must Have
Exceptional attention to detail, especially when handling listing data and legal documents
Strong organizational skills with the ability to manage multiple listings and applicants simultaneously
Agile and adaptable with a genuine enthusiasm for learning new platforms and tools
Comfortable working with technology, including Google Workspace, Zoom, and cloud-based document tools
Excellent written English communication skills for tenant and agent correspondence
Reliable, self-managed, and able to meet deadlines without constant supervision
Proactive mindset, you flag issues before they become problems

Tools You Will Work With
TREBB MLS / Matrix
Follow Up Boss (CRM)
Google Workspace (Gmail, Drive, Sheets, Docs)
Mailjet (email campaigns)
WordPress (basic content updates)
DocuSign or similar e-signature tools
Slack or similar team communication tools

Work Setup
Fully remote position
Must be available during Eastern Time (ET) business hours, with some flexibility
Reliable high-speed internet and a dedicated workspace required
Full-time preferred; part-time considered for the right candidate

How to Apply
Please send the following to ----------
Your updated resume
A brief cover letter (3 to 5 sentences) explaining why this role is a great fit for you
Any relevant experience with real estate, leasing, or MLS platforms

Applications that do not include all three items above will not be reviewed. We look forward to hearing from you. Email CV to ----------