Real Estate Administrative Assistant

Position: Real Estate Administrative Assistant

Company: Oulahen Team Realty Inc.

Location: 4685 Yonge Street, Toronto, ON, M2N 5M3

Start Date: Immediate

Status: Permanent, full-time, on-site (Monday to Friday from 8:30am to 5:00pm)

Compensation: $52,000-$56,000 per year + benefits (upon completion of probation)

Position Summary

Oulahen Team Realty Inc., Brokerage has an exciting opportunity for a highly organized, detail-oriented, full-time Real Estate Administrative Assistant to join our family-owned real estate business in the Yonge and Sheppard area. Become part of our growing team! This is an exciting opportunity for someone who enjoys working in a fast-paced environment. This dynamic role combines office administration, client service, transaction coordination, and marketing execution. The successful candidate will play a key role in supporting the day-to-day operations of the office while managing marketing initiatives that promote our brand, listings, and client engagement.

Primary Responsibilities

• Coordinate the full listing and buying cycle, including preparing listing agreements, offer paperwork, and related documents.
• Plan, organize, and execute all aspects of property staging and de-staging, including:
• Assessing each property and selecting furniture, artwork, décor, linens, and accessories to suit the listing and target buyer.
• Transporting, loading, and unloading staging inventory to and from properties.
• Setting up and arranging furniture, making beds, hanging artwork, styling rooms, and completing final touch-ups before photography, showings, and open houses.
• Removing, packing, and returning all items during de-staging, leaving the property clean and in its original condition.
• Maintaining an organized inventory of staging materials and storage, and tracking, cleaning, and replacing items as needed.
• Scheduling staging around photography, showings, and closing dates.
• Physical requirements: regularly required to lift, carry, push, or pull objects weighing up to 20 lbs, and occasionally up to 50 lbs. Frequent bending, reaching, crouching, climbing stairs, and twisting while handling materials. Must follow all workplace safety policies, use proper lifting techniques, and request assistance for loads exceeding safe limits.
• Coordinate and execute marketing strategies that support company objectives and promote real estate listings.
• Provide professional reception services: answering calls and emails, greeting clients/visitors, and responding per company policy.
• Conduct market research, including collecting and maintaining real estate statistics and data to prepare reports.
• Manage showing logistics, planning routes, scheduling appointments, and preparing property showing packages.
• Design and produce marketing materials (digital and print), including feature sheets, brochures, mailers, signage, ads, presentations, and listing/promotional materials; proofread and edit all materials for consistency and professionalism.
• Develop visual assets through the most effective means, including editing floor plans and listing photos, and photographing properties when required.
• Perform virtual staging of photos using Adobe programs and AI tools.
• Execute direct marketing, including organizing Canada Post neighbourhood mail campaigns and other initiatives.
• Record, edit, publish videos, and manage social media channels by developing content calendars and creating engaging content across platforms (Instagram, Facebook, LinkedIn, YouTube, etc.). Analyze digital and social media performance and recommend improvements.
• Maintain the company website (WordPress), including SEO optimization, content updates, alt tags, and meta descriptions, run digital advertising campaigns (Meta Ads, Google Ads, social media), and assist with marketing budgets and campaign tracking.
• Travel regionally as required to support brokerage operations and client needs.
• Maintain electronic and physical filing systems and an organized library of marketing templates/assets; coordinate event logistics (signage, décor, vendors, technology) and community/client events.
• Assist with general office operations and other administrative duties as required.

Qualifications

• Minimum 1 year of experience in administration, marketing, or a related field.
• Previous real estate experience is considered a strong asset.
• Degree, diploma, or equivalent experience in Business Administration, Marketing, Graphic Design or a related discipline is preferred.
• Excellent verbal and written English communication skills.
• Strong proofreading and editing abilities.
• Exceptional organizational and time management skills with strong attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Self-motivated, resourceful, and capable of working independently and collaboratively.
• Professional, positive, and customer-focused attitude.
• Experience working with confidential information and maintaining professionalism.
• Knowledge of digital marketing, SEO, and social media advertising is an asset.
• Photography and videography experience is an asset.
• Ability to speak multiple languages is an asset.
• Experience with CRM systems and real estate software is an asset.
• Valid Ontario G Driver’s Licence is an asset.

Technical Skills

• Microsoft Office (Word, Excel, Outlook, Publisher)
• Google Workspace (Gmail, Docs, Sheets, Drive)
• Canva
• Social media platforms such as Instagram, Facebook, YouTube, etc.

Additional Valued Technical Skills (Assets)

• Adobe Creative Suite (InDesign, Photoshop, Illustrator) (asset)
• WordPress (asset)
• Google Analytics and Google Ads (asset)
• Social media management platforms such as Iconosquare or Hootsuite (asset)
• Video editing software (asset)
• Basic HTML/CSS knowledge (asset)

If you are interested in this role, please include your cover letter and resume in PDF format addressed to Mark Oulahen at hr@oulahen.com.

We thank all applicants for their interest in this position. However, due to the volume of applications we receive, we are only able to contact those candidates selected for interview.