REAL ESTATE ASSISTANT The Othen Group | Toronto, ON The Othen Group is a boutique real estate team in Toronto specializing in downsizing, right-sizing, seniors real estate, estate sales, and relocation. Our clients are homeowners making major life transitions, primarily across Midtown and East Toronto: Leaside, Lawrence Park, Don Mills, Yonge and Eglinton, The Beaches, and Banbury/York Mills.

The work is relationship-driven and detail-intensive. That shapes what we need in this role.

We are looking for a Real Estate Assistant who can keep transactions, listings, and client communications running cleanly behind the scenes. This is not a general administrative role. The person who will thrive here is someone with real real estate experience, a high standard for accuracy, and the ability to stay ahead of things without being told where to look.

WHAT YOU'LL BE DOING

- Preparing and processing offers, amendments, waivers, and other transaction documents with precision
- Managing MLS listings from preparation through to launch, ensuring all property details are complete and accurate
- Maintaining and updating our CRM (Lofty) so that client records, lead status, and follow-up information are always current
- Supporting marketing coordination, including social media scheduling, listing promotion, and team campaign logistics
- Managing client communications and making sure every touchpoint reflects the standard of service our clients expect
- Handling scheduling, correspondence, and day-to-day administrative coordination across the team
- Identifying gaps in workflow and helping build the systems that prevent things from slipping
- Organizing team meetings and maintaining shared calendars

WHAT YOU NEED TO BRING
- A minimum of 3 years of administrative experience in Ontario residential real estate. This is not negotiable. Applications without real estate admin experience will not be reviewed.
- Working knowledge of PropTx, TRREB, WEBforms, Docusign, and Authentisign
- Experience with Rezen for deal management,



or a demonstrated ability to get up to speed on it quickly
- Comfort working within a structured process management system. We use Monday.com and will train the right person on it. Prior experience with Monday.com or a similar platform is an asset.
- Proficiency in Microsoft Office and Google Workspace
- Comfort with CRM platforms and genuine openness to AI tools for workflow and client communication
- Clear, professional written and verbal communication in English
- The ability to manage multiple priorities and make good decisions about what needs attention first
- Attention to detail that holds up under deadline pressure, not just in calm moments
- A valid Ontario Driver's License and a reliable vehicle (both are required)

WHO SUCCEEDS IN THIS ROLE You're not someone who waits to be told what needs to be done. You read the situation, spot what's about to become a problem, and handle it. You can keep pace with the unpredictable timelines of real estate transactions without cutting corners on accuracy.

Real estate moves fast and doesn't always cooperate with your schedule. Tight deadlines, competing priorities, and last-minute changes are part of the job. The right person here stays organized and keeps their composure when things stack up. A positive attitude isn't just a nice-to-have in this role; it's what keeps the team and the clients steady when pressure is high.

You also understand that this kind of team is only as valuable as the trust it earns. Our clients are navigating serious life decisions, and they share sensitive personal and financial information in the process. Confidentiality is not a formality here. The right person handles client information with discretion, understands where the boundaries are, and never needs to be reminded of them.

You're comfortable working independently, but you know when to communicate. You take your role seriously without taking yourself too seriously. You're the kind of person who finds a better way to do something and then actually builds it into the process.

Pay: $23.00-$29.00 per hour

Work Location: In person

📌 Real Estate Assistant (North York)
🏢 Othen Group
📍 North York