Listing & Client Care Coordinator

Location: Renfrew County / Pembroke area

Schedule: Monday–Friday, 9:00 a.m.–5:00 p.m., with occasional evening and weekend availability as required

We are looking for a highly organized, proactive and detail-oriented Listing \& Client Care Coordinator to join our real estate team.

This is an important role within our business. The successful candidate will help manage the listing process from the initial stages of preparing a property for market through closing, while also helping ensure our clients receive timely, professional and consistent communication throughout the process.

We are looking for someone who genuinely enjoys organization, systems, follow-through and problem solving. Someone who sees what needs to happen next, keeps track of the details, and excels at communication.

What You'll Be Doing

• Coordinating the pre-listing and listing launch process
• Preparing and organizing MLS listing information and documents
• Coordinating measurements, staging, photography, water testing, lockboxes and signage
• Managing listing documents, checklists and deadlines
• Maintaining organized files in Trello, NexOne and other systems
• Managing ShowingTime information and listing updates
• Coordinating open houses and related administration
• Assisting with offers, amendments, counter offers and other transaction documents
• Coordinating closing and post-closing tasks
• Communicating with clients, agents, vendors and other professionals
• Maintaining client information and records
• Supporting Ryan and the team by anticipating upcoming needs and deadlines
• Helping improve and maintain efficient office systems and processes

The Person We're Looking For

You may be a great fit if you:

• Love organization and naturally create systems that keep things running smoothly
• Notice details and don't like things falling through the cracks
• Are proactive and don't need someone telling you what to do next
• Have excellent follow-through
• Are comfortable managing multiple priorities and deadlines
• Can confidently remind and follow up with others when something is needed
• Communicate clearly and professionally
• Enjoy working with clients and providing excellent customer service
• Can remain calm when things become busy or unexpected problems arise
• Are a strong critical thinker and natural problem solver
• Learn new software and systems quickly
• Are solution focused
• Work well under pressure
• Hold a valid G License
• Enjoy being the person who keeps the moving pieces organized

Real estate experience is an asset, but we are more interested in the right person than simply the right industry experience. Experience in administration, coordination, project management, client service, executive assistance or a similar role would be valuable.

Experience with MLS, ShowingTime, NexOne, Trello, or other real estate/CRM systems is an asset.

A Note About the Schedule

Our regular office hours are Monday–Friday, 9:00 a.m.–5:00 p.m. Because real estate transactions and client needs don't always happen during standard business hours, the successful candidate must be comfortable with occasional evening and weekend communication or time-sensitive tasks when required.

This is not a position where you will simply be handed a checklist and told what to do but we are willing to train the right candidate. We are looking for someone who will own their responsibilities, help keep the team on track, anticipate what is coming next and take pride in creating an excellent client experience. Salary will be based on experience and qualifications.

If you believe you’d be a great fit with our team – we would love to hear from you! We appreciate all applications; however, only candidates selected for the next stage of the hiring process will be contacted.

Expected hours: 40.0 – 50.0 per week

Work Location: In person