Real Estate Assistant- job post Royal LePage Pinnacle

Full job description
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