Licensed Real Estate Assistant

Fox Marin Associates is an award‑winning, five‑star‑rated real‑estate brokerage specializing in central and downtown Toronto. Led by industry veterans Ralph Fox and Kori Marin, our team is known for its strategic thinking, white‑glove client experience, and best‑in‑class marketing.

We operate at a high level, with high expectations. Every listing is treated as a brand moment. Every client interaction matters. And every detail counts.

We are looking for a Licensed Real Estate Assistant to support listings, transactions, and day‑to‑day operations across the brokerage, with a primary focus on listing execution and direct support to Kori Marin. This is a senior, trusted role for someone who understands real estate deeply, thrives under pressure, and takes pride in running a tight, polished operation.

The Role
This position is ideal for someone with meaningful industry experience, whether as a licensed assistant, an active agent, or a combination of both, who is looking to apply that expertise within a highly organized, collaborative, and design‑forward brokerage.

You will manage listings from start to finish, support agents and clients through complex transactions, and act as a steady, capable presence when things move quickly or sideways.

This role includes a private office at our Little Italy headquarters, offering the space, autonomy, and focus required to confidently own high‑level listing execution, sensitive client communication, and complex deal coordination from start to finish.

Key Responsibilities
Listing & Project Management

Full end‑to‑end coordination of all property listings from pre‑listing through closing

Preparation and management of listing paperwork, Web Forms, Docu Sign, transaction rooms, and MLS uploads

Scheduling and oversight of trades, contractors, repairs, staging, photography, videography, signage, lockboxes, and marketing timelines

Liaising with vendors to ensure every listing meets Fox Marin's presentation standards

Maintaining detailed tracking systems for active, pending, and sold listings

Ensuring brand standards are upheld across all listing materials and touchpoints

Client Experience & Communication

Acting as a primary point of contact for sellers throughout the listing process

Proactively managing timelines, expectations, and next steps

Delivering clear, calm, and confident communication during high‑pressure moments

Compiling and sharing, showing feedback, performance updates, and client experience insights

Supporting agents during crunch periods, including last‑minute offers, schedule changes, or document reviews, including some evenings & weekends when necessary

Deal Administration & Compliance

Preparing, reviewing, and submitting all listing and sale documentation in compliance with RECO and brokerage requirements

Ensuring accuracy across agreements, Schedules, amendments, disclosures, and conditions

Coordinating with lawyers, mortgage brokers, and cooperating brokerages

Managing critical dates, deposits, and conditions to ensure clean, timely closings

Light Administrative Support

Coordinating deposits and trust documentation with the brokerage’s deal department

Supporting office administration, record keeping, and internal systems as required

Direct Support to Kori Marin

Acting as a trusted right hand to Kori Marin, who oversees all listings at Fox Marin

Managing scheduling, expenses, and daily logistics

Coordinating client gifts, handwritten notes, and personal touches

Proofreading listing copy, marketing materials, and social media ads for brand alignment

Anticipating needs and staying one step ahead of upcoming deadlines and priorities

Maintaining perspective and a sense of humour when things inevitably get busy

Qualifications & Experience

Minimum 2‑3 years of experience as a licensed real‑estate assistant, licensed agent, or a combination of both

Strong understanding of Toronto real‑estate, listing strategy, and transaction flow

Confident working with MLS, Web Forms, Broker Bay, Docu Sign, Loft
47, Quick Books, Typeform, CRMs, and Google Workspace

Highly organized with exceptional attention to detail

Comfortable managing multiple listings, deadlines, and stakeholders simultaneously

Available…