Full-time Ottawa, Ontario, Canada
Licensed Real Estate Client Care Coordinator

You are the core of this business. You make connections with our clients and make their experience exemplary. You embody our core values of doing the very best possible to make our clients’ experience top notch. You will be involved in guiding clients through every aspect of each real estate transaction, and you alone have the power and knowledge to ensure that every touch point, every task, and every client need is met with professionalism, attention-to-detail, and exceptional care.

Duties and Responsibilities Include:

Listing Transactions: Manage the process of getting listings ready to go on the market, from preparation of listing paperwork, scheduling of events and appointments with vendors/service providers, and installation of lockboxes, to conducting site visits to gather property details, and keeping clients informed and taken care of throughout the process.

Purchasing Transactions: Help provide services that assist the Realtor in Buyer acquisition and retention. Assist in the development and provision of services that assist buyers from the initial call right through to the offer process, closing date and beyond. Guide buyers through property walk-throughs and help investigate and troubleshoot issues.

Customer Service: Work directly with the Realtor and clients and provide exemplary client care. Lead the creation and execution of programs and plans to strengthen the relationship between the Realtor and their clients/prospects to help maximize sales and referrals, such as lead nurturing, after-sale and after-purchase experiences. Coordinate closing gifts, holiday greetings, other client touches. Assist the Realtor in satisfying any client-related requests for information or services.

Administrative: Assist the Realtor with setting appointments, preparing email correspondence, reporting updates, dropping off and picking up marketing materials, managing the CRM database, ensuring timely document submission, and drafting offers, amendments, and other trade paperwork as needed.

Licensed Activities: Assist with buyer revisits/walk-throughs, offers, and any other licensed activity that is required by the Realtor from time to time.


Profile of Ideal Candidate:

  • Strong attention to detail
  • Provides exceptional customer service
  • Ambitious with a drive to succeed
  • Ability to multi-task and juggle many priorities with exceptional organizational skills
  • Ability to work well under pressure and in a fast-paced environment
  • Effective and autonomous problem solver

Must-Have Qualifications and Requirements:

  • Superior communications skills (written/verbal)
  • Extremely strong interpersonal and customer service skills
  • Positive, can-do attitude
  • Must be a salesperson or broker in good standing with the applicable Real Estate Boards and Association: Ottawa Real Estate Board (OREB), RECO, and CREA
  • Preferred: 2-5 years’ experience in the real estate industry
  • Preferred: up to date knowledge of Ottawa and area real estate
  • Must have a thorough understanding of OREA forms and general/common office paperwork (appointment information forms, listing/BRA, lease packages)
  • Must have a valid driver’s license and a presentable car (with Insurance)
  • Must be available to work during the days, evenings and weekends
  • This is a non-selling position

Skills and Softwares:

  • Knowledge of Microsoft Office: Word, Excel and Outlook
  • Knowledge of Ottawa Real Estate Board (OREB), MLS, WebForms/EasyOFFER, GeoWarehouse and MPAC
  • Knowledge of NexOne, DocuSign
  • Experience using CRM systems such as IXact, Mondays.com, Follow Up Boss