About Us
We are a growing Guelph-based real estate platform operating within Keller Williams Home Group Realty.
We're building a client-focused real estate business supported by great people, strong systems and a culture of honesty, hard work, trust and genuine care for the people we serve.
We believe in doing what we say we're going to do, continuously improving how we operate, investing in training and development, and creating an exceptional experience for our clients.
Over the next several years, we expect our platform to grow to approximately 7–10 people. We're looking for someone who wants to be part of that growth from the ground up.
This isn't intended to be a short-term administrative position. We're looking for someone who can become an important part of our organization for the next 5–10+ years.
For the right person, this position has a clear opportunity to grow into an Office Manager or Operations Manager role with increased responsibility, leadership and compensation.
The Opportunity
We're looking for a highly organized, exceptionally detail-oriented person to become the administrative and operational backbone of our real estate platform.
You'll work directly with our leadership and agents to keep the business organized, transactions moving, calendars accurate, systems functioning, meetings productive and our client experience consistent.
This role is about more than completing administrative tasks. We want someone who takes ownership of the systems behind the business and eventually helps us make those systems better.
Most of your work will happen behind the scenes. There will be some phone and email communication with clients, agents, lawyers, lenders, referral partners and vendors, but this is not a sales position and you will not be expected to generate business.
Previous real estate experience is not required.
We care much more about finding someone with the right character, work ethic, attention to detail and capacity to learn. We'll teach the right person our real estate processes, technology and systems.
What You'll Be Responsible For
Transactions, Listings & Client Support
- Coordinate real estate transactions from accepted agreement through closing and post-closing
- Manage listing administration, file creation and coordination from signed paperwork through MLS launch, sale and closing
- Track conditions, deposits, amendments, deadlines and closing requirements
- Prepare, organize and maintain transaction paperwork and compliance files
- Coordinate with lawyers, lenders, cooperating agents, referral partners and our brokerage
- Coordinate photographers, stagers, signs, service providers and other vendors
- Prepare administrative materials for open houses and listings
- Support client care before, during and after transactions
- Ensure important dates, documents and details don't fall through the cracks
CRM, Database & Client Experience
- Maintain the accuracy and organization of our CRM and client database
- Support CRM tasks, leads, follow-up plans and database workflows
- Maintain accurate and complete client/contact information
- Coordinate closing gifts, birthdays, home anniversaries, cards, pop-bys and other client touches
- Support past-client care and nurture programs
- Coordinate client appreciation events from planning through execution
- Support referral partner relationships and follow-up
- Assist with community-based marketing initiatives
- Help continuously improve the experience our clients receive
Platform Operations & Systems
- Maintain accurate, organized and colour-coded team calendars
- Ensure appointments, meetings, training and important dates are properly scheduled
- Assist with weekly meetings, training sessions and leadership meetings, including agendas, technology, AI-assisted meeting notes, recaps and action items
- Help ensure action items from meetings are documented, assigned and followed through
- Maintain and improve internal checklists, systems and Standard Operating Procedures (SOPs)
- Help document new processes as the platform grows
- Assist with onboarding and training systems for future agents and staff
- Support the development of an internal training library/portal over time
- Help leadership track business-development and growth initiatives
- Track transactions, commissions, activities and key business performance numbers
- Assist with accounting support, commission tracking and business reporting
- Maintain office organization, supplies and operational resources
- Support the team's use of internal programs, webforms and transaction-management systems
- Help identify inefficiencies and create better ways of doing things
Marketing & Brand Support
- Coordinate marketing projects and timelines
- Support email marketing and database campaigns
- Coordinate platform social media scheduling and participation
- Help ensure agents have access to and are using approved marketing materials
- Maintain consistency across marketing materials and client touchpoints
- Support community marketing and client events
- Coordinate marketing vendors and service providers
- Help maintain a consistent and professional brand presence
Brand awareness and consistency matter to us. As we grow, this person will play an important behind-the-scenes role in making sure our marketing, client experience and operations consistently represent who we are.
Who We're Looking For
Attention to detail is paramount.
Real estate transactions involve important dates, legal documents, money and people's homes. We need someone who takes accuracy seriously and naturally notices when something doesn't look right.
We're looking for someone who is:
- Exceptionally organized and detail-oriented
- Honest, dependable and trustworthy
- Hardworking and accountable
- Proactive rather than reactive
- Comfortable working independently
- Calm when several things are happening at once
- Personable, professional and an excellent communicator
- Firm enough to hold others accountable to deadlines
- Comfortable reminding leadership and agents when something needs to get done
- Able to prioritize competing responsibilities
- Naturally inclined to create order and structure
- Comfortable learning new technology, AI tools and automation
- Interested in improving systems rather than simply following them
- Willing to speak up when they see a problem
- Receptive to training, coaching and feedback
- Interested in continuous learning and professional development
- Interested in taking on greater responsibility over time
We're Not Looking for Someone Who Simply Waits for a To-Do List
We want someone who takes ownership.
Initially, we'll provide significant training, direction and support. As you learn the business, however, we want you to understand your responsibilities well enough to anticipate what needs to happen next.
If something is missing, we want you to notice.
If a deadline is approaching, we want you to be ahead of it.
If an action item hasn't been completed, we want you to follow up.
If a process isn't working, we want you to help improve it.
And if one of us has forgotten something important, we want you to tell us.
We value people who bring us not only problems, but also possible solutions.
Over time, our goal is for this person to know the administrative and operational side of the business inside and out.
How We Work
We believe strong businesses are built intentionally.
Our platform operates around clear calendars, regular meetings, ongoing training, documented systems, measurable action items and accountability.
We invest in professional development and encourage our people to participate in training, masterminds and learning opportunities. We also believe that what we learn should be shared so the entire organization improves.
We use technology, automation and AI where they can make us more organized, efficient and effective. You don't need experience with every system we use—we're looking for someone who is comfortable learning them.
We also protect focused work time. While real estate can be fast-paced, we don't believe everything needs to become an interruption. We want our people to have the structure and time to work on the business as well as in it.
Our standards also extend beyond transactions. Client events, community involvement, marketing and brand awareness are important parts of how we build relationships and grow the business.
Experience & Qualifications
Previous real estate experience is NOT required.
We're intentionally open to candidates from outside the real estate industry. Character, aptitude and long-term fit matter more to us than previous brokerage experience.
You should have:
- Strong computer skills
- Proficiency with Microsoft Office
- Strong typing and data-entry skills
- Excellent written and verbal communication skills
- Strong organizational and time-management abilities
- Exceptional attention to detail
- Comfort learning new software, AI tools, technology and automation
- A valid driver's licence and access to a vehicle for occasional work-related errands
- Ability to occasionally assist with signs, marketing materials, event supplies and similar items
Experience in administration, operations, legal administration, executive assistance, project coordination, transaction coordination or another detail-oriented environment is an asset, but not required.
This position is not intended for a licensed real estate salesperson or someone looking for a path into real estate sales.
We're looking for someone who is genuinely interested in building a career in administration and operations.
Schedule & Work Environment
This is a full-time, primarily in-office position in Guelph, Ontario.
Typical hours are Monday–Friday, approximately 9:00 a.m.–5:00 p.m., with some flexibility.
Regular evening and weekend work is not expected. There may occasionally be opportunities to participate in client events, community initiatives or other activities outside regular hours.
Participation in our major client events will be an important part of the role.
Our work environment is dynamic. Real estate moves quickly, priorities sometimes change and no two weeks are exactly alike.
At the same time, we believe in structure, focused work, clear expectations and respecting people's time.
We work hard, care about what we do and want to enjoy the people we work with.
Compensation & Benefits
- $40,000–$50,000 annual salary, based on experience and fit
- Potential annual performance bonus
- 4 weeks paid vacation
- Monday–Friday schedule
- Comprehensive training on our systems and processes
- Ongoing learning and professional development
- Increasing responsibility and compensation as the role grows
- Potential advancement into an Office Manager / Operations Manager position
Why Join Us?
This is an opportunity to join a growing business at an important stage.
We're established enough to have a strong client base, business and direction—but early enough in our growth that the person joining us now will have a genuine opportunity to help build how the organization operates.
You won't be one person in a large administrative department.
You'll work directly with the people building the business, learn how the organization operates and help us create the systems that support its next stage of growth.
As we add agents and expand the platform, we want this position to grow as well.
We're looking for someone who wants to build something with us—not simply work for us.
If you want a position where you can become trusted, take ownership, develop professionally and eventually grow into an operational leadership role, we'd like to hear from you.
How to Apply
Please submit your resume through Indeed along with brief answers to the following three questions:
1. Why does this particular position interest you?
2. Tell us about a time when you caught a mistake or problem that someone else had overlooked. What did you do?
3. Imagine you have five tasks that all seem urgent and two people are asking you for help at the same time. How would you decide what gets handled first?
We're less interested in receiving a perfect answer than we are in understanding how you think, communicate and approach responsibility.
Attention to detail matters in this role. Please include the word “HOME” somewhere in your application.
We appreciate every application; however, only candidates selected for the next stage of our hiring process will be contacted.
Pay: $40,000.00-$50,000.00 per year
Benefits:
- Casual dress
- On-site parking
- Paid time off
- Profit sharing
Work Location: In person
