REAL ESTATE OPERATIONS & CLIENT CARE COORDINATOR
Waterloo, ON | Full-Time | In Person
We are a high-performing residential real estate team looking for an exceptional individual to help elevate our client experience, operations, and brand presence.
Real estate is more than buying and selling homes. It's one of the most important decisions people make, and we believe every client deserves an experience that is professional, memorable, and genuinely enjoyable from start to finish.
We're looking for someone who thrives in a fast-paced environment, takes ownership of their work, and genuinely enjoys helping people. This is an opportunity to become an integral part of a growing business where your contributions will have a direct impact on our clients, our team, and our continued success.
WHO YOU ARE
You are highly organized, detail-oriented, and proactive.
You don't wait to be told what needs to be done. You anticipate needs, solve problems, and take initiative.
You enjoy working with people, communicating professionally, and keeping multiple moving parts organized at once.
You take pride in accuracy, understand the importance of confidentiality, and are committed to delivering an exceptional client experience.
You are equally comfortable managing a real estate transaction, creating social media content, and maintaining a CRM database.
WHAT YOU'LL BE RESPONSIBLE FOR
Real Estate Transaction Coordination
- Manage transactions from accepted offer to closing
- Prepare and review real estate documentation
- Coordinate with clients, lawyers, lenders, agents, inspectors, and other service providers
- Track critical dates and ensure all deadlines are met
- Maintain accurate records and ensure compliance requirements are satisfied
- Troubleshoot issues and proactively resolve challenges as they arise
CRM Management (Follow Up Boss)
- Maintain and organize the company's CRM database
- Ensure data accuracy and consistency
- Build and manage workflows, automations, and follow-up systems
- Segment contacts and support targeted marketing campaigns
- Continuously improve processes and user experience within the CRM
Marketing & Social Media
- Create engaging content for social media platforms
- Assist with video, photo, and marketing content creation
- Schedule and manage social media posts
- Monitor engagement and respond to inquiries when appropriate
- Track performance metrics and identify opportunities for growth
- Support email marketing campaigns and client communications
QUALIFICATIONS
- Minimum 2 years of real estate experience
- Minimum 2 years of administrative experience
- Strong customer service and communication skills
- Experience with CRM systems (Follow Up Boss experience considered an asset)
- Proficiency with Microsoft Office Suite
- Experience using Canva and social media platforms
- Exceptional attention to detail and organizational skills
- Ability to manage multiple priorities and deadlines
- Professional, positive, coachable, and growth-oriented mindset
WHAT SUCCESS LOOKS LIKE
- Clients consistently receive an outstanding experience
- Transactions are managed accurately and efficiently
- The CRM remains organized, current, and actionable
- Marketing content is consistent, engaging, and aligned with our brand
- Team members can confidently rely on you to keep things moving forward
PLEASE NOTE
This is not a quiet, repetitive administrative role.
Our business moves quickly, priorities shift, and no two days are exactly the same. The ideal candidate enjoys variety, takes initiative, and performs well in a fast-paced environment.
Salary: $40,000-$50,000 per year
Benefits:
Work Location:
In person, Waterloo, Ontario
Job Type: Full-time
Pay: $45,000.00-$55,000.00 per year
Benefits:
Application question(s):
- How many years of real estate transaction coordination experience do you have?
- Have you used Follow Up Boss? If not, which CRM platforms have you used?
- What social media platforms have you managed professionally?
- Describe a situation where you had to manage multiple deadlines at the same time.
- Are you available to work full-time in person in Kitchener, Ontario?
- Attention to detail is critical in this role. Please briefly describe a time when you caught an error or prevented a mistake because of your attention to detail.
- Please describe your real estate experience, including transaction coordination, CRM management, administrative support, and social media responsibilities.
Work Location: In person
