Admin Assistant / Brokerage Back Office (tech-savvy, EN/FR bilingual, 9-5 EST)

Note: The role follows a standard Monday to Friday, 9:00 AM to 5:00 PM schedule in Eastern Time (Toronto).

We are looking for a highly organized and bilingual (EN/FR) Remote Admin Assistant to support our leasing and brokerage operations. This person will act as the central point of coordination for property listings, client documentation, and brokerage compliance—ensuring a seamless experience for both tenants and landlords.

This is a non-licensed administrative role, ideal for someone with a sharp eye for detail, strong communication skills, and a proactive attitude.

Listing and Leasing Coordination

• Prepare, post, and update property listings across multiple platforms.
• Coordinate with brokers and landlords to collect listing data, photos, and pricing details.
• Assist in scheduling property viewings and updating calendars accordingly.
• Track unit availability and update CRM and internal platforms.

Document Preparation & Management

• Draft, send, and follow up on contracts, leases, addenda, and other documentation (under broker supervision).
• Set up security deposit and booking fee records in internal systems.
• Ensure documents are complete, compliant, and stored accurately.

Operational Support & Reporting

• Conduct data entry and quality checks in CRM and property management platforms.
• Audit initial lease payments (FMR, SD, LMR) and document discrepancies.
• Generate weekly performance and documentation reports for management review.

Client and Broker Support

• Provide timely administrative support to brokers.
• Communicate with tenants to collect application information or clarify lease terms.
• Ensure internal SLAs for lease execution and tenant onboarding are met.

Must-Haves

• Fluency in both English and French (written and spoken).
• 2+ years of administrative, coordination, or operational support experience - ideally in real estate or property management.
• Strong attention to detail and task follow-through.
• Proficiency in tools like Google Workspace, CRMs (e.g., HubSpot, Salesforce), or property platforms.
• Comfortable working in a fast-paced, remote-first, tech-driven environment.

Nice-to-Haves

• Experience supporting real estate brokers or property managers.
• Familiarity with Quebec/Ontario rental regulations.
• Knowledge of platforms like Rentable, Centris, or other listing tools.

• Opportunity to work with a growing PropTech leader across multiple North American markets.
• Access to a collaborative, multilingual, and mission-driven team.
• Potential for career progression in real estate operations or brokerage management.