Kaizen Real Estate — Admin Assistant
Now Hiring · Markham, ON

eXp Realty · Full-Time · Hybrid

Real Estate
Administrative
Assistant

About Kaizen

Kaizen Real Estate Team is one of the top-producing teams at eXp Realty, serving buyers and sellers across Markham, Unionville, Cornell, Berczy Village, Angus Glen, Richmond Hill, and the broader York Region. Our average price point is $1.5M. We're scaling toward 100 transactions in 2026 and building a small, sharp team who genuinely care about the craft.

"Luxury without arrogance — premium service, fast communication, and clients who refer us for life."

The Role

What you'll do

Transaction Coordination

  • Send and track contracts, amendments, and waivers
  • Upload all paperwork to SkySlope and maintain RECO compliance
  • Track conditional deadlines — financing, home inspection, status certificates
  • Coordinate with lawyers, mortgage brokers, inspectors through to closing
  • Prepare commission deal sheets for the brokerage

Listing Operations

  • Schedule photographers, videographers, stagers, and sign installers
  • Install and retrieve lockboxes at active listings
  • MLS data entry, open house setup, signage, and feature sheets
  • Collect showing feedback and follow up with buyer agents

Database, CRM & Compliance

  • Maintain Lofty CRM and Follow Up Boss — tag, segment, and clean records weekly
  • Execute past-client touchpoints: birthdays, home-iversaries, holiday cards
  • Prepare CMAs, pull MLS comparables, and deliver seller packages
  • Ensure every file is RECO-compliant and FINTRAC-ID verified

Culture Fit

Who you are

Energetic & Confident

You bring presence to every client interaction, vendor call, and team meeting. People feel it.

Sales-Minded

You understand prospecting, follow-up cadence, lead nurturing, and pipeline discipline instinctively.

Extremely Organized

Calendars, deadlines, and details are your love language. Nothing falls through the cracks on your watch.

Proactive & Driven

You spot what needs doing before being asked. This role — and its rewards — grows as our team grows.

Requirements

Must-haves (non-negotiable)

Compensation

The package

Base Salary
$30,000 – $35,000 Commensurate with experience
Transaction Bonus
$250 per closed deal Paid quarterly
Performance Reviews
Raise potential At 6 and 12 months
Licence Sponsorship
OREA support Considered after Year 1
Estimated Year 1 Total $40–50k+

Apply

How to apply

1
Your Résumé

Send your current résumé. We review every application personally — no automated filters.

2
1-Minute Video

Record on your phone. Show us your energy, presence, and how you communicate on camera. Applications without a video will not be considered.

3
Short Written Note

Why does this role interest you? Tell us about a time you solved a problem without being asked. What's your favourite tool for staying organized?

[email protected]

Subject line "Kaizen Admin — [Your Name]"

Top candidates are invited to a 15-minute phone screen, followed by an in-person interview in Markham.