Real Estate Brokerage Assistant and Operations Coordinator

Real Estate Brokerage Assistant and Operations Coordinator

InTrust. Commercial Real Estate Brokerage Inc

About InTrust. Commercial Real Estate Brokerage Inc.

InTrust. Commercial Real Estate Brokerage is a Toronto-based commercial real estate firm focused on investment sales and commercial leasing across the Greater Toronto Area.

We work primarily with private investors, property owners, and commercial landlords on the sale and leasing of retail, mixed-use, multifamily, and investment properties.

As the business continues to grow, we are looking for a highly organized and proactive Real Estate Brokerage Assistant and Operations Coordinator to help support deal execution, listings, client communication, and brokerage operations.

This is a hands-on role with real responsibility and direct exposure to commercial real estate transactions.

This is not a typical “assistant” role. We are looking for someone who takes ownership, operates with urgency, and can help keep deals and operations moving efficiently in a fast-paced environment.

The ideal candidate is proactive, highly organized, detail-oriented, and comfortable managing multiple priorities without constant direction.

Key Responsibilities

Deal & Transaction Coordination

• Coordinate active deals from listing to closing
• Track timelines, conditions, deposits, and key dates
• Organize deal files and maintain accurate records
• Coordinate with clients, lawyers, brokers, and third parties
• Ensure nothing falls through the cracks during transactions

Client, Executive & Office Support

• Provide direct operational and executive support to the Broker of Record
• Monitor and help manage deal-related communication and follow-ups
• Coordinate meetings, scheduling, reminders, and day-to-day priorities
• Respond to routine communication with clients, brokers, lawyers, and third parties related to active transactions
• Assist with occasional personal scheduling and logistical tasks
• Help maintain smooth day-to-day office operations and organization
• Coordinate office-related needs, supplies, and administrative logistics

Listing & Marketing Coordination

• Prepare and organize listing materials and offering packages (BOVs, offering memorandums, etc.)
• Assist with the preparation of BOVs and marketing materials using AI tools and internal systems
• Coordinate with external marketing vendors when required
• Coordinate listing launches, property information, and marketing materials
• Upload and manage listings across platforms
• Gather and organize property information, leases, photos, and supporting documents

CRM & Database Management

• Maintain and update CRM system across active deals and contacts
• Assist with contact management and database organization for the brokerage team
• Keep records accurate, organized, and up to date

Research & Reporting

• Conduct property and ownership research
• Gather comparable sales and lease information for internal analysis
• Prepare weekly pipeline and deal tracking reports
• Assist with internal reporting and deal margin tracking

Operations & Administrative Support

• Coordinate invoices and bookkeeping support
• Organize files and maintain internal systems
• Prepare cheques and administrative documents
• Support day-to-day brokerage operations

Ideal Candidate

• Highly organized and detail-oriented
• Strong sense of ownership and accountability
• Able to work independently and proactively
• Comfortable in a fast-paced and deadline-driven environment
• Strong written and verbal communication skills
• Tech-savvy and comfortable learning new systems and AI (Chat GPT, Claude, etc)
• Proficient with Microsoft Office
• Real estate experience is an asset but not mandatory

Compensation

• Salary: $60,000–$75,000 depending on experience and capability
• Opportunity for long-term growth within the company

Location

In-office role based in Toronto.

To Apply

Please include:

• A brief introduction about yourself
• Why this specific role and company interests you

Pay: $60,000.00-$75,000.00 per year

Application question(s):

• Are you comfortable working full-time in-office in Toronto?
• Are you uncomfortable working in a fast-paced environment with multiple competing priorities?
• Do you have experience in an administrative, operations, or coordination role?

Work Location: In person