Client Care Coordinator

You will oversee day-to-day office operations, coordinate team activities, manage administrative and transaction processes, support marketing initiatives, assist with HR functions, and deliver an exceptional experience for both clients and team members. Working closely with the Team Leads, you will collaborate with agents, vendors, contractors, and key stakeholders to drive efficiency, accountability, and overall team success.

• Oversee daily business operations, including office organization, inventory oversight, supply tracking, and equipment procurement.
  

• Partner with Team Leads to implement strategic plans, cross-training initiatives, and operational improvements.
  

• Analyze budgets, monitor expenses, and support cost-management efforts aligned with financial goals.
  

• Manage contracts, vendor relationships, and compliance with internal policies and procedures.
  

• Lead special projects and ensure systems and processes are documented, optimized, and scalable.
  

• Organize and participate in team meetings, including agenda preparation, material coordination, minute-taking, and follow-up tracking.
  

• Develop and maintain performance-tracking systems (listings, sales, commissions, lead sources, conversion rates, and marketing effectiveness).
  

• Proactively identify operational gaps and recommend timely, effective solutions.
  

• Maintain CRM database accuracy, manage lead workflows, and ensure consistent tracking and follow-up.
  

• Assist with preparation, organization, and maintenance of legal and transactional documentation (listing agreements, offers, amendments, waivers, commission agreements, etc.).
  

• Coordinate client gifting, client appreciation initiatives, and team recognition activities.
  

• Manage incoming leads, assign them appropriately, and monitor agent follow-up activity.
  

• Coordinate deal processing with agents and accounting, ensuring documentation, signatures, and compliance requirements are met.
  

• Provide administrative support for marketing materials, correspondence, file management, scanning, and distribution.
  

• Update and maintain job descriptions and assist with recruitment, interviewing, and onboarding of staff and agents.
  

• Prepare and process documentation for new listings from pre-listing through closing.
  

• Coordinate vendors including staging, photography, videography, floor plans, cleaners, landscapers, and signage installers.
  

• Enter and maintain accurate property data across MLS and marketing platforms.
  

• Prepare and distribute print and digital marketing materials for listings.
  

• Manage showing requests, seller coordination, and feedback reporting.
  

• Coordinate open houses, prepare materials, and ensure signage is installed.
  

• Execute detailed action plans for each listing to ensure all tasks are completed on time.
  

• Maintain complete and organized transaction files from listing to closing.
  

• Process listing updates, price changes, extensions, and disclosures.
  

• Review commission documentation, input commission data, and support invoicing and referrals.
  

• Assist with month-end close, quarterly audits, and budgeting activities.
  

• Prepare and maintain online and print marketing materials while ensuring brand consistency.
  

• Support social media initiatives across platforms such as Facebook and Instagram.
  

• Monitor listings across all platforms (MLS, team website, MVL, social media) for accuracy and timeliness.
  

• Create client-facing packages, reports, and presentations.
  

• Conduct market research using CRM tools and third-party databases, including MLS.
  

• Prepare market summaries, availability surveys, and property-specific research.
  

• Ensure integrity and accuracy of client, lead, and property data within the CRM.
  

• Serve as a primary point of contact for clients, agents, vendors, and stakeholders.
  

• Support clients throughout the transaction lifecycle, from offer preparation to post-sale follow-up.
  

• Maintain accurate records of correspondence, transactions, and documentation.
  

Required

• Prior administrative experience.
  

• High school diploma or equivalent.
  

• Valid driver's license and access to a personal vehicle.
  

• Advanced knowledge of Apple platforms and Google Workspace (Gmail, Docs, Sheets, Slides).
  

• Strong understanding of social media platforms and basic graphic design principles.
  

• Excellent written and verbal communication skills.
  

• Strong proofreading and editing skills.
  

• Exceptional organization, attention to detail, and time management.
  

• Ability to multitask and perform under pressure with minimal supervision.
  

• High level of discretion and confidentiality.
  

• Professional, polished phone and email etiquette.
  

• Positive, solutions-oriented mindset.
  

Assets (Nice to Have)

• Experience in real estate, including transaction management and OREA forms.
  

• Hands-on experience with CRM platforms, including Follow Up Boss .
  

• Experience with Matrix, Realm, WebForms, NexOne, and DocuSign.
  

• Post-secondary education in business administration or a related field.
  

• Marketing or social media management experience.
  

• Leadership or management experience, particularly in operations or client experience.