Waterloo, ON | 10–15 hours/week | Monday–Wednesday, generally 10 AM–2 PM | In-office

We’re a busy, growing real estate team in Waterloo looking for a Part-Time Real Estate Team Administrator & Client Care Coordinator to join us.

We take our business seriously, but ourselves? Not always.

We’re looking for someone who is highly organized, detail-oriented, tech-savvy and proactive, but who also has a great sense of humour and enjoys being part of a fun, collaborative team environment.

This isn’t a “sit at your desk and wait for someone to tell you what to do” kind of job.

We’re looking for someone who notices what needs to be done, takes ownership, and gets it done.

You’ll help keep the entire team organized and, most importantly, help us stay connected with the people who already know and trust us.

CRM & Database Management

- Maintain and organize our database of approximately 3,000 contacts in BoldTrail
- Keep contact information, notes, categories and follow-up information accurate and up to date
- Identify database gaps and opportunities for follow-up
- Clean and maintain the database on an ongoing basis
- Help ensure leads and clients are properly categorized and nurtured

Client & Database Nurturing

- Manage our birthday program from start to finish
- Review upcoming birthdays, ensure contacts are enrolled, coordinate birthday cards and track completion
- Prepare monthly database call lists for the agents
- Identify people who haven’t been contacted recently and create follow-up tasks
- Help us consistently stay in touch with past clients, our sphere and prospects
- Track follow-up and make sure nothing (or no one!) falls through the cracks

Real Estate Administration

- Prepare listing paperwork and packages
- Upload and organize documents
- Assist with listing input and setup




- Manage calendars and appointments
- Keep team files and systems organized
- Assist with general real estate administration and processes
- Learn our team’s systems and processes and eventually take ownership of them

Marketing & Social Media

- Schedule social media content
- Create basic Canva graphics, posts, reels and stories based on direction and existing team content
- Assist with email marketing and database communications
- Help coordinate client appreciation events and other team initiatives
- Assist with client gifts and other relationship-building touches

General Team Support

- Keep the team organized and moving forward
- Handle occasional office errands and administrative tasks
- Look ahead and identify things that need to happen before they become urgent
- Jump in wherever needed to help the team operate more efficiently

You might be our person if...

You

- Have previous administrative experience, ideally within real estate
- Have experience working with a CRM; BoldTrail/KVCORE experience is an asset
- Are comfortable with Canva, Google Workspace and social media platforms
- Are extremely organized and detail-oriented
- Pick up new technology and systems quickly
- Are comfortable working independently
- Are confident enough to pick up the phone when needed
- Can manage multiple priorities without becoming overwhelmed
- Notice the little things that other people miss




- Take initiative rather than waiting for instructions
- Are the kind of person who doesn’t need to be told twice
- Will happily chase your teammates when they forget to do something
- Can keep things moving even when there are 15 things happening at once
- Have a good sense of humour and don’t mind a little chaos
- Know when it’s time to joke around, and when it’s time to get serious

What we can offer you
- 10–15 hours per week, generally Monday–Wednesday, 10 AM–2 PM
- A consistent, in-office schedule in Waterloo
- An opportunity to become an important part of a growing real estate team
- A role where you’ll have real ownership over the systems you manage
- A fun, collaborative environment that is anything but corporate
- The chance for additional hours and increased responsibility as the team grows
- The chance to work alongside experienced real estate professionals and learn the business from the inside

The important part We’re not looking for someone to simply “help with admin.”

We’re looking for someone who can help us build better systems, stay connected with our clients, and make sure the thousands of relationships we’ve built over the years don’t sit untouched in a database.

If you see something that needs to be done, you do it.

If we forget something, you remind us.

If a system isn’t working, you tell us, and help fix it.

Interested?

Send us your resume along with a short note telling us why you think you’d be a great fit for our team and what interests you about the role.

We’d love to hear from you!

Pay: From $21.00 per hour

Expected hours: 10.0 – 15.0 per week

Benefits

- Casual dress
- Flexible schedule
- On-site parking

Work Location: In person

📌 Part-Time Real Estate Team Administrator & Client Care Coordinator (Waterloo)
🏢 The Steve Smith Real Estate Team
📍 Waterloo