Job Description

About Us

Affinity Real Estate is one of Ontario's top-producing Real Estate teams, serving clients across the Kitchener-Waterloo, GTA, and Southwestern Ontario regions. With over 1,130 five-star Google reviews and a total sales volume of more than $1.7 billion, we've built a reputation for excellence, integrity, and innovation.

Our vision is big. We're on track to reach $1 billion in sales in a single year, supported by an incredible in-house ecosystem. We believe everything is better when it's built in-house; from our own staging team to our media and marketing department, and now our in-house administrative concierge support. Every system, person, and process is designed to help our Partners operate at their best and deliver a world-class client experience.

About the Role

We're looking for an

Realtor Concierge

to join our team full-time in our Oakville office.

This role is designed to provide dedicated, high-level administrative support to

our top 10 producing agents

. Our existing administrative team will continue to support the full team of Partners, while the Realtor Concierge offers an extra layer of white-glove service for our highest-producing members, helping them move faster, stay organized, and deliver an even better client experience.

This is

not a runner role

. You won't be driving to properties, installing lockboxes, or running errands. Instead, you'll be working in-office, managing backend organization, communication, and transaction support. The ideal candidate thrives in a fast-paced environment, enjoys variety in their day, and takes pride in keeping multiple high-performing agents operating smoothly and efficiently.

Key Responsibilities

Listing Support

Prepare listing presentations, property files, and forms (GeoWarehouse, MPAC, Listing Agreements, RECO Guide, etc.) Complete seller intake forms and collect FINTRAC ID and job information Coordinate timelines, and vendor connections (lawyers, movers, etc.) Submit paperwork to the listing coordination team and manage communication logs Follow up on showings in BrokerBay and compile feedback reports Conduct reverse prospecting to identify potential buyers within the CRM & MLS

Buyer & Tenant Support

Arrange property showings through BrokerBay or ShowingTime and coordinate calendars Collect rental applications and required client documentation Draft offers, amendments, waivers, and related deal paperwork Send documents for signing through Authentisign after Realtor review Track deal submissions and organize closing-day logistics Order client closing gifts (basic or custom at Realtor cost)

Client & Communication Management

Manage client and listing-related emails, flagging and prioritizing urgent items Maintain detailed communication records and client notes in Follow Up Boss Input new client data, update tags, stages, and birthdays, and set up saved searches and market updates Follow up with clients to collect missing items needed for deal files

Social Media & Client Touchpoints

Coordinate and schedule team-approved posts on LinkedIn, Instagram, and Facebook Share listings and team updates from the Affinity Real Estate social channels Order and send cards or gifts (birthdays, anniversaries, thank-you notes) through AMCards or SendOutCards Help prepare weekly email blasts such as market updates, new listings, and seasonal messages

You'll Be Using

Follow Up Boss (CRM) WebForms and Authentisign BrokerBay / ShowingTime Google Workspace Sierra Interactive FYXER AI (Inbox Management) AMCards / SendOutCards

What We're Looking For

1-2 years of real estate administrative experience (team or brokerage preferred) Strong understanding of Ontario real estate processes (sales, leases, FINTRAC, RECO forms) Experience using CRM systems like Follow Up Boss or similar Excellent written and verbal communication skills Exceptionally organized, detail-oriented, and able to manage multiple priorities at once Fast and efficient - you can handle a high volume of varied tasks throughout the day while keeping calm and focused. Strong ability to assess and re-prioritize as new items come in or timelines shift Naturally proactive - you don't wait to be told twice and you anticipate what needs to be done next Tech-savvy, resourceful, and comfortable learning new tools quickly Professional, confident communicator who thrives in a collaborative team environment Real estate license is an asset but not required

Why Join Us

Join one of Ontario's most accomplished and fast-growing real estate teams. You'll work in a supportive, high-performance culture that values growth, collaboration, and excellence.
At Affinity, everything we do is designed to help our agents win, from our in-house staging and media teams to our concierge support and systems. You'll be surrounded by driven individuals who care deeply about delivering an exceptional client experience and achieving outstanding results together.

How to Apply

Please send your resume and a short note telling us why you'd be a great fit for this role and what excites you about supporting a high-performing real estate team.

Job Type: Full-time

Pay: $45,000.00-$60,000.00 per year

Work Location: In person