Real estate is about people, relationships, and trust. It also moves fast.
I'm inviting the right experienced residential real estate professional to become an integral part of my business. This is a hands-on administrative and operations role supporting a busy residential Realtor®, with a strong focus on transactions, listings, client care, CRM, marketing, and day-to-day real estate operations.
Previous professional residential real estate experience is required for this position. I'm looking for someone who already understands how residential real estate works, so I can focus your training on my business, systems and clients, building on the real estate knowledge you already have.
Your experience might come from working as a real estate administrator, transaction coordinator, brokerage or team administrator, or as a licensed Realtor®. A current or previous RECO licence is a great asset, but it's not essential if you have solid hands-on residential real estate administrative and transaction experience.
You're passionate about delivering an exceptional client experience, naturally think one step ahead, spot opportunities to improve, and enjoy making things happen behind the scenes.
You'll work directly alongside me, have a voice in the business, and make a meaningful impact every day. Your ideas will be heard, your work will be valued, and you'll play an important role in what's next.
This isn't a typical assistant position... because this isn't a typical real estate business. We work hard, celebrate often, and genuinely enjoy what we do.
If you enjoy variety, you'll fit right in. If you're looking for the exact same day over and over again... this probably isn't it.
Our tagline is "We've Got The Moves" but it isn't just about moving boxes. It's about the way we do business. We believe real estate should be personal, memorable, and a little fun. Building relationships and creating memorable experiences are at the heart of everything we do.
Accuracy matters. You're organized, dependable, communicate well, follow through, and catch the little things before they become bigger problems.
What You'll Be Doing
Transaction Coordination
- Prepare listing, buyer, lease, and transaction documentation using WebForms and MLS.
- Verify, enter, and maintain accurate listing and client information.
- Coordinate residential real estate files from listing or buyer consultation through closing.
- Track conditions, deposits, amendments, waivers, closing dates, and other important transaction details.
- Communicate with clients, Realtors, lawyers, lenders, inspectors, and other service providers to keep transactions moving smoothly.
- Monitor key dates, deadlines, and documentation to make sure nothing falls through the cracks.
- Maintain organized and accurate transaction files.
Operations & Client Experience
- Coordinate listing preparation, appointments, photographers, trades, cleaners, staging, and client communication.
- Attend listing appointments and client meetings when appropriate.
- Visit properties to assist with lockboxes, signs, feature sheets, and other listing needs, where appropriate.
- Help manage calendars, appointments, follow-ups, and the many moving pieces of an active real estate business.
- Help improve systems and keep the business running smoothly.
- Provide warm, thoughtful, and professional support to clients throughout their real estate experience.
Marketing & Events (the fun stuff!)
- Assist with listing launches, social media, newsletters, photography, video, and other marketing initiatives.
- Help maintain a consistent and recognizable brand across client-facing materials.
- Create and coordinate Just Listed, Sold, Leased, and other real estate marketing.
- Plan, coordinate, and attend client appreciation events throughout the year.
- Help organize memorable experiences like family movie nights, golf tournaments, pumpkin patch events, skating parties, holiday celebrations, client giveaways, and other community events.
- Capture photos and video content that showcases our clients, community, listings, and brand.
- Bring creative ideas to the table. They're welcome here!
CRM & Administration
- Maintain an organized Follow Up Boss CRM.
- Keep client information, notes, stages, tasks, and follow-ups current.
- Support client follow-up, workflows, and day-to-day administrative processes.
- Assist with email, calendar, filing, documentation, and general office administration.
- Look for opportunities to improve systems, efficiency, organization, and the overall client experience.
One week you might be coordinating a closing. The next you could be helping organize a client appreciation event, filming a property video, preparing a new listing, or making sure an important transaction deadline is handled.
That's part of what makes this role so rewarding.
What Will Help You Succeed
- A minimum of 1 year of professional residential real estate experience is required.
- You already understand the fundamentals of residential real estate transactions, documentation, listings, and deadlines.
- Hands-on experience supporting or coordinating residential real estate transactions.
- Current or previous Ontario real estate licence is a strong asset, but not required.
- Familiarity with MLS and residential real estate processes.
- Experience with real estate software and systems is an asset.
- Excellent communication, organizational, and time-management skills.
- Exceptional attention to detail.
- Positive, proactive, and comfortable taking initiative.
- Able to work independently while managing multiple priorities.
- Comfortable in a busy environment where priorities can change quickly.
- Genuinely enjoys working with people and contributing to a great client experience.
- Creative and comfortable contributing ideas.
- A good sense of humour certainly doesn't hurt.
You don't need to know every system I use on Day One.
If you already know real estate, I can teach you how I run my business.
Systems & Software
Experience with any of the following is an asset:
- Follow Up Boss
- Matrix
- WebForms
- ShowingTime
- BrokerBay
- DocuSign
- SkySlope
- Canva
- CapCut
- Meta Business Suite
- Microsoft Office
The Details
This is a full-time, permanent, in-person position based in Kitchener, Monday through Friday, approximately 37.5 hours per week.
Regular travel to properties, appointments, and events is part of the role, so a valid Ontario driver's licence and reliable transportation are required.
Most importantly, I'm looking for someone who wants to become a meaningful part of the business. Someone who enjoys the behind-the-scenes side of real estate, takes pride in keeping things organized, cares about clients, and wants to grow into a role where they're genuinely relied upon and valued.
If you're reading this and thinking, "This sounds like me," I'd love to hear from you!
Pay: $24.00-$27.00 per hour
Benefits:
Application question(s):
- Briefly describe your direct experience working as a Realtor or supporting a residential real estate brokerage or team. What responsibilities did you personally handle, particularly with listings, offers, agreements, conditions, amendments, closings, or transaction paperwork?
- Do you have hands-on experience using a real estate CRM or transaction management system in a residential real estate business? If so, which one(s)?
Work Location: In person
