Real Estate Client Care Coordinator

August 6, 2022
Jacksonville Beach, FL
Job Type


904 Home Guide Team

We're looking for a driven and dedicated real estate administrative assistant to join our growing team. Your job will be to complete and file appropriate paperwork for transactions, oversee important deadlines and notify clients when necessary, adhere to legal and tax withholding requirements, and coordinate schedules for final walkthroughs and other appointments. You'll also work with the team to manage the production of all marketing materials and facilitate local events to foster connections with people in the community. Our ideal candidate has superb organizational skills, a knack for customer service, and a strong understanding of the real estate transaction process (which we are willing to train!). Send us your resume today to become part of the team!


  • Fill out all appropriate paperwork and file in the customer database to assist the real estate team in closing deals
  • Notify transaction participants when a deadline is approaching
  • Produce all marketing materials including brochures, flyers, online marketing, social media posts, etc. to continuously build our brand
  • Respond to customer needs with urgency and attentiveness

  • Manage the "contract to close" process, helping get buyers' contracts written and submitted along with all supporting documents (pre-approvals, sellers' disclosure, HOA disclosures, etc)
  • While under contract, communicate with all parties to the transaction (co-op agent, lender, inspections, insurance, title) to make sure all dates are hit
  • Maintain checklists and compliance in brokerage online portal (documents, closing statements)
  • We currently have 10-12 pending contracts and have closed on 30 homes so far this year and are on target for 50 transactions this year and shooting for 100 next year (adding 2 more agents to the team soon)
  • Manage listing side, working with photographers and stagers, and sellers to ensure the home is "picture perfect" for launch in MLS
  • Input listing into MLS, along with showing instructions, and supporting documents
  • Follow up after showings to get feedback from agents and prepare weekly marketing update reports to sellers showing traffic, showings, feedback, etc
  • Manage transactions once under contract (scheduling inspections, repairs, staging removal, cleaning, lockbox removal)
  • Manage marketing to include social posting to team pages, monthly newsletter emails (sent 2-3x a month) to past clients, and sphere of influence
  • Maintain CRM and assist agents in setting up campaigns in the system
  • Keep websites updated with blog posts, testimonial pulls from portals for each agent and the team
  • Schedule and execute quarterly client appreciation events including working with preferred partners (lenders, title, insurance, inspection) to help with costs and/or sponsorships. Send invites, follow up via phone, email and text closer to the event
  • Post close follow-up with clients, keep track of birthdays, and home purchase anniversaries, and send cards and reminders to agents
  • Send post-closing review reminders and follow-ups to get reviews on Zillow, Google, HomeLight, Facebook
  • Keep production spreadsheets and Illum system updated for each agent and team roll up


  • Real estate license preferred
  • Candidates are required to have a high school diploma or GED
  • Communicates well, both verbally and written
  • Understands how to utilize a database for processing client information and how to use Microsoft Office to create necessary documents
  • Flexible working schedule to accommodate clients on nights and weekends


$35,000 - $50,000 yearly

About 904 Home Guide Team

Top Producing Real Estate Team in NE Florida. Proudly serving over 50 clients annually (and over 20MM in volume). Former business owner of a 3 Time Jacksonville Business Journal Top 50 fastest growing company award dedicated to serving clients at the HIGHEST level and making home buying or selling experience as smooth and painless as possible. Committed to lifelong learning and maintaining a culture of fun and accountability and rewarding top performers for their efforts and results.

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