Real Estate Virtual Assistant / Transaction Coordinator

Real Estate Virtual Assistant / Transaction Coordinator — Toronto Brokerage (Full-Time)
Salary: Competitive, based on experience — paid reliably, on time, every time Schedule: Full-time, must overlap Toronto (EST) business hours Employer: Broker of Record at a Toronto, Canada real estate brokerage


About This Role
I run a busy real estate brokerage in Toronto, Canada. I'm looking for ONE exceptional, long-term virtual assistant to become my right hand on real estate transactions — from listing launch to closing day — plus general executive assistant support.

This is NOT a data-entry job. You will be in direct group chats with my clients, and I expect you to be proactive — handling things in those chats before I even have to respond. You'll be drafting real documents and managing real deadlines where mistakes cost real money. If you are detail-obsessed, proactive, and reliable, you will love this role and I will invest in you long-term.


What You'll Do
Listing side (selling a home):

Draft listing agreements (Ontario OREA forms), MLS data forms, seller intake forms, and pre-list emails
Book showings through BrokerBay; manage lockbox inventory — assignments, codes, locations, and retrieval after every listing
Book and follow up with photographers, stagers, and cleaners; book condo elevators
Use AI tools (Gemini, Claude, or similar) to touch up and edit listing photos before MLS upload
Source floor plans; upload MLS listings from draft and update them (price changes, sold/firm status)
Manage conditional dates in Google Calendar; call buyer agents for showing feedback
Coordinate lawyers, FINTRAC ID records, and complete document packages for closing

Buyer side:

Update Follow Up Boss CRM after consults; maintain buyer tracking sheets
Book showings; prepare a monthly carry cost calculator (templated Google Sheet) per property — mortgage payment, property tax, condo fees, insurance
Research schools and catchments
After a firm deal: coordinate lawyers, document packages, utility hookups, condo move-in/elevator bookings

General EA work:

Calendar management, file organization in Google Drive (DocuSign filing), CMA updates in Google Sheets using GeoWarehouse data
Lockbox management — assignments, codes, locations, and retrieval across all active listings

Client communication:

Stay active and responsive in WhatsApp group chats with clients during Toronto business hours


You're a Great Fit If You:
Have experience with Canadian real estate transactions — Ontario/Toronto experience is strongly preferred
Are genuinely detail-oriented — you catch errors others miss
Are proactive — you see what's coming next and handle it BEFORE being asked. My last assistant needed constant reminders. If that sounds like you, please don't apply.
Have excellent written English
Can follow a specific, documented workflow exactly — and suggest improvements to it
Use AI tools in your actual daily work — not as a novelty, but to draft faster, catch errors, and build things more efficiently. Tell me which tools you use and how.

Software we use (experience with any is a plus; we'll train the rest): Gmail, Google Drive, Google Sheets, BrokerBay, MLS (TRREB Matrix), REALM, DocuSign, Follow Up Boss, Adobe Acrobat, Trello, Loom, Bitly, ShareX, Gemini/AI tools, WhatsApp


How to Apply (READ CAREFULLY — this is the first test)
Detail orientation matters in this job, so your application IS the first screening step. Applications that miss any step below will not be read.

Start your application with the word "LOCKBOX" in the first line.
Tell me about ONE real estate transaction you supported from start to finish — what you personally handled and one mistake you caught or prevented.
Answer this scenario in 3–5 sentences: "A deal's financing condition expires tomorrow at 5 PM. You haven't heard from the buyer's agent and I'm in meetings all day. What do you do, step by step?"
Include a Loom or video link (2–3 minutes) introducing yourself and walking me through your experience. Speaking English on camera is required.
List your available working hours in Toronto time (EST) and your expected monthly salary. Please note that payment is made in CAD.

I respond to every complete application. Incomplete applications are deleted unread — that's the job in a nutshell.

Looking forward to meeting you.