Team Shah Real Estate, led by Maunil Shah, is a growing residential real estate team serving buyers and sellers across the GTA and Brampton. We are passionate about helping South Asian diaspora clients navigate one of Canada's most competitive markets with clear communication, genuine care, and expert guidance from first inquiry to closing day.
We are hiring a driven and organized Real Estate Sales & Administration Assistant to support our agents with lead management, client communication, transaction coordination, and day-to-day administrative operations keeping our pipeline moving and our clients well-served at every step.
Key Responsibilities
Lead Management & Client Communication
- Respond to new inbound leads promptly via phone, text, and email
- Make outbound calls to new and warm leads to qualify and engage them
- Book and confirm appointments between leads and agents
- Schedule and coordinate property showings, communicate with all parties, and gather post-showing feedback
- Support agents in following up with leads through the pipeline from first contact through to accepted offers
- Assist with preparing and coordinating offers, and liaise with agents, lawyers, and lenders as needed
Administrative Support
- Manage agent calendars, schedule appointments, and organize meetings
- Prepare and distribute real estate forms, documents, and marketing materials
- Maintain electronic and paper filing systems; process and manage correspondence
- Manage day-to-day office activities, including ordering supplies
Document & Transaction Coordination
- Prepare and organize all transaction documents with accuracy and attention to detail
- Coordinate document execution through DocuSign and OREA WEBForms
- Track deal milestones and ensure nothing falls through the cracks
Data Management
- Maintain and update the GoHighLevel CRM with lead activity, notes, and status changes
- Create and update reports; ensure accuracy of property and client data
Required Software Proficiency
Candidates must have hands-on experience with the following:
- TRREB (Toronto Regional Real Estate Board) — Stratus/REALM MLS platforms
- MATRIX MLS — as applicable for your board area
- REALTOR.CA
- WEBForms by OREA — Ontario's standard real estate form platform
- DocuSign / DigiSign — for digital document execution
- Broker Bay — for showing coordination and scheduling
- GoHighLevel CRM — preferred; experience with any CRM is an asset
- Microsoft Office Suite — Outlook, Word, Excel, PowerPoint
Qualifications & Experience
- Post-secondary degree
- Minimum 2 years of relevant experience in the real estate industry (Ontario preferred)
- Self-motivated, detail-oriented, and able to manage multiple priorities simultaneously
- Excellent verbal and written communication skills confident on the phone with clients
- Multilingual an asset (Punjabi, Hindi, or Gujarati a strong plus for our client base)
- Strong organizational and time-management skills
- High level of ethics, professionalism, and personal integrity
- Ability to work independently and as part of a collaborative team
We appreciate the interest of all applicants; however, only those selected for an interview will be contacted.
Pay: $18.00-$20.00 per hour
Work Location: Hybrid remote in Brampton, ON
