Job Overview

Property Operations & Listing Coordinator

Toronto & GTA | Full-Time | $48,000–$58,000/year

We are a busy and growing real estate team looking for a highly organized, proactive, and dependable Property Operations & Listing Coordinator to support our residential listing, leasing, and property management operations.

This is a hands-on role that combines office administration with field work. You will help coordinate listings, leases, and day-to-day property matters while travelling to properties throughout Toronto and the GTA for inspections, key exchanges, lockboxes, signs, photos, and other on-site tasks.

The ideal candidate is detail-oriented, responsive, resourceful, and comfortable taking ownership of tasks from start to finish.

Schedule & Compensation

- Full-time, Monday to Friday
- 10:00 AM–6:00 PM
- $48,000–$58,000 per year, depending on experience and qualifications
- Occasional flexibility may be required for time-sensitive property matters
- Authorized business mileage reimbursed according to company policy
- Business-related parking and toll expenses reimbursed separately
- Opportunity for performance-based compensation based on individual and team performance

Key ResponsibilitiesListings, Leasing & Property Management

- Communicate professionally with property owners, tenants, prospective tenants, cooperating agents, contractors, and service providers
- Collect and review rental applications and supporting documents
- Assist with tenant screening and background checks
- Prepare Agreements to Lease and tenancy-related documentation, including N4, N9, N11, and other required forms
- Coordinate signatures, deposits, tenant insurance, utilities, and move-in requirements
- Respond to landlord and tenant inquiries and assist with day-to-day property management matters
- Coordinate listing preparation, including photography, measurements, cleaning, signs, lockboxes, and related services




- Coordinate showing instructions and property access
- Track outstanding items, deadlines, and required documentation through completion
- Maintain accurate and organized listing, leasing, inspection, and property records

Property & Field Operations

- Travel to properties throughout Toronto and the GTA as required
- Conduct property, move-in, and move-out inspections and document property conditions
- Manage property keys, including copying, pick-up, drop-off, exchange, and tracking
- Install, remove, and track lockboxes and property signs
- Take basic property photos for listings, inspections, and internal records
- Coordinate property access for photographers, cleaners, contractors, inspectors, tenants, and other service providers
- Coordinate and follow up on maintenance, repairs, cleaning, and other property services
- Handle property-related and general office errands as required

Administration & Team Support

- Manage a high-volume inbox, identify urgent matters, and maintain timely follow-up
- Work closely with agents and administrative team members to support day-to-day operations
- Use technology and AI tools, including ChatGPT, to improve administrative efficiency
- Take initiative in identifying issues and finding practical solutions
- Ensure assigned tasks are followed through from start to completion

Qualifications

- Minimum 1 year of experience in real estate administration, property management, leasing, or a related role preferred
- Experience with MLS listings and real estate documentation strongly preferred




- Familiarity with Ontario residential leasing and property management processes is an asset
- Strong organizational skills and attention to detail
- Excellent written and verbal English communication skills
- Professional and confident when communicating with clients, tenants, agents, and contractors
- Able to manage multiple priorities and deadlines in a fast-paced workplace
- Strong sense of ownership, accountability, and follow-through
- Comfortable working independently in both office and field environments
- Experience with MLS, WebForms, Authentisign, Canva, BombBomb, Follow Up Boss, or similar real estate tools is an asset

Driving Requirements

- Valid Ontario driver’s licence required
- Reliable access to a personal vehicle required
- Must be comfortable travelling throughout Toronto and the GTA for work-related property visits
- Authorized business mileage will be reimbursed according to company policy
- Business-related parking and toll expenses will be reimbursed separately

The Ideal Candidate

You are organized, hands-on, dependable, and resourceful. You are equally comfortable coordinating a listing or lease from the office and visiting a property for an inspection, key exchange, lockbox installation, or repair.

You do not wait to be reminded about every task. You keep track of details, communicate clearly, follow up when something is outstanding, and take responsibility for getting things completed.

If you enjoy a fast-paced real estate environment and are looking for a role where you can take ownership and become an important part of a growing team, we would love to hear from you.

Job Type: Full-time

Pay: $48,000–$58,000 per year

Schedule:

- Monday to Friday
- 10:00 AM–6:00 PM

Work Location: Toronto, ON, with regular travel throughout Toronto and the GTA

Pay: $48,000.00-$58,000.00 per year

Benefits:

- Casual dress
- Flexible schedule
- On-site parking

Work Location: In person

📌 Real Estate Operations & Listing Coordinator (North York)
🏢 The Norman Team
📍 North York