Real Estate Assistant – CRM, Client Management & Marketing

Job Summary

We are seeking a highly organized, proactive, and results-driven Real Estate Assistant to support a growing real estate business. This is a hands-on role combining CRM management, lead follow-up, client coordination, appointment booking, listing preparation, marketing, social media, administrative support, and business reporting.

The ideal candidate is confident speaking with potential clients over the phone, highly organized, comfortable using technology, and able to manage multiple priorities in a fast-paced real estate environment.

A major part of this position will involve managing incoming leads, making follow-up calls, updating the CRM, qualifying potential buyers and sellers, and booking appointments. You will also help coordinate listings, transactions, marketing campaigns, calendars, client communications, and day-to-day business operations.

This is an excellent opportunity for someone who wants to gain significant exposure to real estate sales, marketing, client management, and business operations while growing with an expanding real estate business.

ResponsibilitiesLead Generation & CRM Management

- Manage and maintain the real estate CRM and client database
- Contact new leads by phone, text, and email
- Follow up consistently with prospective buyers and sellers
- Ask qualifying questions regarding budget, location, property type, financing, and purchasing timeline
- Book qualified leads for consultations, property showings, model-home tours, and sales-centre appointments
- Maintain detailed notes from all client conversations
- Categorize and manage hot, warm, cold, and long-term leads
- Create follow-up tasks and ensure leads do not fall through the cracks
- Re-engage older leads and inactive prospects
- Track lead sources and progression through the sales pipeline

Client & Appointment Management

- Communicate professionally with buyers, sellers, agents, builders, and other stakeholders
- Coordinate property showings and client appointments
- Manage calendars, meetings, reminders, and scheduling
- Confirm appointments and follow up with clients after meetings
- Send property information, floor plans, pricing, availability, and marketing materials to prospective clients
- Maintain accurate client requirements and preferences in the CRM
- Identify priority clients and opportunities requiring immediate agent attention

Listing & Transaction Coordination





- Assist with preparing new property listings
- Coordinate photography, videography, staging, signage, lockboxes, and other listing requirements
- Organize listing information, property details, feature sheets, and marketing materials
- Maintain transaction files and ensure documentation is properly organized
- Track important dates, conditions, deposits, appointments, and closing deadlines
- Coordinate communication with clients, cooperating agents, lawyers, mortgage professionals, builders, and vendors
- Assist with open-house preparation and coordination
- Track showing activity and client feedback

Marketing & Social Media

- Assist with planning and coordinating social media content
- Schedule and publish content across social media platforms
- Coordinate property, community, and real estate marketing campaigns
- Assist with email and SMS marketing campaigns
- Create or coordinate basic marketing materials, property promotions, and advertisements
- Respond to and organize inquiries generated through social media and advertising
- Ensure incoming marketing leads are entered into the CRM and followed up with
- Coordinate with photographers, videographers, graphic designers, and other marketing vendors when required

Business & Performance Reporting

- Prepare weekly reports on leads, calls, appointments, active clients, and sales pipeline activity
- Track advertising and marketing expenditures
- Monitor lead generation performance and cost per lead
- Track appointments generated from marketing campaigns
- Maintain records of business and marketing expenses
- Assist with monthly reporting on advertising spend, software expenses, marketing costs, and other operating expenses
- Help management identify outstanding follow-ups, upcoming deadlines, and business priorities

Team & Administrative Support

- Manage day-to-day administrative activities
- Organize files, correspondence, documents, and databases
- Coordinate meetings and maintain action items
- Communicate with team members and external vendors




- Maintain organized digital folders and transaction records
- Assist with special projects and other operational requirements as the business grows

Qualifications

- Previous experience in real estate, sales administration, customer service, office administration, or a similar role is preferred
- Strong verbal and written communication skills
- Comfortable making outbound calls and speaking with prospective clients
- Strong customer service and relationship-building skills
- Excellent organizational and time-management abilities
- Strong attention to detail and ability to maintain accurate records
- Ability to manage multiple priorities and deadlines
- Comfortable learning and working with CRM systems and other business software
- Experience with social media platforms and digital marketing is an asset
- Experience with Microsoft Office, Google Workspace, spreadsheets, calendars, and online communication tools
- Experience with real estate paperwork, listings, or transaction coordination is an asset
- Ability to work independently, take initiative, and follow through on assigned responsibilities
- Professional and confident telephone manner
- Ability to handle confidential client and business information professionally
- Additional languages are considered an asset

Ideal Candidate

We are looking for someone who is proactive rather than reactive. The successful candidate will not simply wait for tasks to be assigned—they will identify overdue follow-ups, keep the CRM organized, remind the team about important deadlines, and help ensure every potential client receives timely communication.

You should enjoy speaking with people, be comfortable on the phone, have strong attention to detail, and take pride in keeping a busy business organized.

What You'll Gain

- Hands-on experience in a growing real estate business
- Exposure to real estate sales, marketing, lead generation, listings, and transactions
- Opportunity to develop CRM, client management, and digital marketing skills
- Experience working directly with real estate professionals, clients, builders, and industry partners
- Opportunity for increased responsibility and qualified growth based on performance

This is a paid position. Compensation and schedule will be discussed based on experience and availability.

Pay: $35,501.83-$48,000.00 per year

Benefits:

- Casual dress
- On-site parking

Work Location: In person

📌 Real Estate Assistant (Canada)
🏢 Royal LePage Pinnacle
📍 Canada