Company: Robin Patel Team (Reliable REALTORS)

Location: Greater Toronto Area, ON (Hybrid)

Job Type: Full-time, Permanent

Salary: $50,000/year plus bonuses

Schedule: Weekend availability required; evening availability required

About Us

We're a growing real estate team of 5, including the team leader, at Robin Patel (Reliable Realtors) operating within The Agency, Brokerage, specializing in pre-construction and new development projects across the GTA and surrounding areas, alongside resale buying and selling. We move fast, work closely with builders and clients, and are looking for an organized, proactive administrator to keep our team running smoothly behind the scenes.

About the Role

As our Team Administrator, you'll support the team lead and all team members. You'll be the person who keeps transactions, calendars, clients and marketing on track. This is an unlicensed role. You'll work under the direction of licensed agents and won't perform any activities that require RECO registration.

Key Responsibilities

Transactions and Documents

- Draft offers, listing agreements, amendments and other OREA forms (WebForms/Transaction Desk) for agent review and signature
- Prepare and send documents for e-signature (DocuSign/Authentisign) and track completion
- Manage transaction files from offer to closing, including deadlines for conditions, deposits and closing dates
- Submit deal paperwork and trade records to the brokerage and keep files compliance-ready
- Handle pre-construction paperwork, including builder registrations, worksheets, VIP/platinum launch submissions and deposit schedule tracking

Scheduling and Client Care

- Manage calendars for the team lead and team members,



including appointments, showings, listing presentations and client meetings
- Book and confirm showings through BrokerBay/ShowingTime and coordinate with cooperating brokerages
- Run client follow-ups, including post-showing check-ins, pre-construction deposit reminders and closing check-ins
- Coordinate closing gifts, client anniversaries and past-client touchpoints

CRM and Email

- Maintain our CRM (GoHighLevel): update contacts, tag leads and past clients, move pipeline stages and keep data clean
- Build and manage email and text campaigns, newsletters and automated follow-up sequences
- Monitor and triage team inboxes, draft responses and flag priority items

Marketing and Social Media

- Create, schedule and post social media content (Instagram, Facebook, LinkedIn, TikTok) using Canva and scheduling tools
- Prepare listing and project marketing, including feature sheets, email blasts, "Just Listed/Sold" posts and open house promotion
- Coordinate vendors such as photographers, videographers, stagers, signage and printers
- Update listing details and marketing on websites and portals

Team Operations

- Prepare open houses and events (materials, sign-in sheets, follow-up lists)
- Track team expenses and invoices, and prepare weekly pipeline and activity reports




- Support onboarding of new team members and keep templates, checklists and systems up to date

Requirements

- 2+ years of administrative experience supporting a real estate team lead or brokerage (required)
- Extremely comfortable with technology and devices, with the ability to quickly learn new software, apps and platforms and troubleshoot basic tech issues independently
- Hands-on experience drafting OREA forms and managing transaction files
- Experience with a CRM, ideally GoHighLevel, Follow Up Boss or similar
- Comfortable with Canva, Meta Business Suite and social media scheduling tools
- Strong skills with Google Workspace and/or Microsoft 365
- Excellent written and verbal English communication
- Highly organized, detail-oriented and able to manage multiple agents' priorities at once
- Available on weekends and evenings, which is essential in this role

Assets

- Pre-construction or new development experience
- Knowledge of BrokerBay, ShowingTime, DocuSign and Authentisign
- Fluency in an additional language
- Valid G driver's licence and access to a vehicle

What We Offer

- $50,000 base salary plus bonuses
- Hybrid schedule with versatile in-office days as needed
- Hands-on exposure to pre-construction launches and builder relationships
- A supportive, growing team with room to take on more responsibility

How to Apply Submit your resume and a short cover letter telling us about your real estate admin experience, the team leads or brokerages you've supported, and the CRM and transaction tools you've used.

Pay: $50,000.00 per year

Work Location: Hybrid remote in Toronto, ON (York District)

📌 Real Estate Team Administrator (Unlicensed), Full-Time, Hybrid (Toronto)
🏢 Realtor Robin Patel
📍 Toronto