Department: Operations
Reports To: Director of Operations and Transaction Manager
Supports: Listing Agents and Kim Davis
Production Capacity: Between 5 and 15 hours per week
Ideal Client Candidate: If you’re the kind of person who genuinely loves people, remembers the little things, and takes pride in doing a job exceptionally well, you’ll fit right in here. We’re a top-producing, high-volume real estate team that stays rooted in authenticity, driven by wisdom, and committed to empowering confident decisions — for both our clients and our agents. Our standards are high, our hearts are big, and our client experience is everything to us.
We’re looking for someone who brings that same energy.
Someone who gets joy from making others feel cared for. Someone who finds comfort in structure, color-coded calendars, tidy notes, and doing things the right way. Someone who can stay calm when clients are stressed, someone who remains steady and solution-oriented, even when clients feel stressed or tense, and who can hear a worried tone and think ‘Okay, how do I help?’ rather than take it personally.
In this role, you become the steady, welcoming voice in the middle of a very fast-moving organization. You’ll be supporting high-performing agents who rely on you to keep our clients informed, calm, celebrated, and connected. You’re the one who remembers pet names, kids’ birthdays, and finds joy in the small yet impactful moments like providing storm reminders or home-anniversary surprises. You’re the person who makes events feel special and who gives clients that “wow, they really care” moment.
We also know that life isn’t one-size-fits-all, so your schedule doesn’t have to be either. While this role is primarily in-person for the first five months, the actual hours are flexible between 9am and 5pm, which makes this a great fit for someone who needs structure but also needs flexibility. After five months, a light remote blend opens up as well.
If you’re naturally polished, warm, and organized, and you love the idea of being the person behind the scenes who makes everything run smoothly — the person who goes above and beyond because it’s simply who you are — then this is absolutely your kind of role. You’ll be valued here, supported here, and part of a team that truly cares about the humans behind every transaction.
Overview
The Client Care Coordinator is the voice, glue, and heartbeat of our client experience. This role exists to remove pressure from our top-producing agents by engaging directly with clients, delivering proactive communication, and ensuring no detail slips through the cracks. The ideal person is organized, polished, steady under pressure, and genuinely loves helping people feel supported. You enjoy doing things well, you don’t get rattled when clients have high expectations, and you thrive in a role where going above and beyond is simply standard.
Key Objectives
- Create a high-touch, high-care experience for every seller from pre-listing through closing.
- Support top producers by managing client communication, updates, reminders, and follow-up so they can focus on strategy and sales.
- Maintain exceptional documentation and memory of client preferences, personal details, and important dates.
- Strengthen long-term relationships through consistent, thoughtful outreach to our database and event support.
- Keep internal systems running smoothly with administrative support during slower listing cycles.
Required Skills & Traits
Core Traits
- Warm, polished communicator with excellent phone presence.
- Exceptionally organized and detail-oriented — nothing slips past you.
- Calm, steady, and unbothered by high-pressure situations or emotional clients.
- Thick-skinned, solutions-oriented, and resourceful.
- A “people person” who gains energy from conversation and being helpful.
- Loves cute details, thoughtful touches, and creating memorable client moments.
- Enjoys structure, checklists, and doing things the right way.
Skills
- Strong verbal communication & professionalism
- Clear note-taking and CRM documentation
- Ability to anticipate needs and solve problems independently
- Tech comfort (G-Suite, CRM tools, shared calendars, JotForm)
- Reliable transportation for light driving (home checks, deliveries)
Performance Metrics
Success in this role will be measured by:
- Timeliness & accuracy of client updates, calls, and documentation
- Client satisfaction scores, reviews, and positive feedback
- Agent relief — reduction in missed communications or follow-up gaps
- Consistency of birthday cards, gifts, reminders, and personal touches
- Database engagement and successful registration outcomes
- Event preparedness and contribution to client experience
- Internal reliability — staying ahead of tasks, deadlines, and seasonal reminders
Required Skills & Traits
- Client Communication & Care
- Make weekly care calls to active sellers; provide summary updates, set expectations, and answer basic questions.
- Conduct listing launch calls to ensure sellers understand the process and feel fully supported.
- Conduct under-contract “love calls” to gauge client temperature, provide reassurance, and remind of next steps.
- Complete closing calls to confirm understanding of final steps, collect feedback, and request reviews.
- Call for showing feedback, document it accurately, and ensure it is entered into our system.
1. Client Documentation & Personal Touches
- Maintain detailed notes on each client: preferences, pet names, kids’ birthdays, personality insights, communication style, etc.
- Calendar important client milestones (closing anniversaries, birthdays, home maintenance dates) and help make them special.
- Handwrite monthly birthday cards to past clients.
- Assist with ordering and preparing closing gifts, pop-bys, and client surprises; drop off or coordinate delivery as needed.
2. Listing & Transaction Support
- Verbally complete intake JotForms with listing agents as needed.
- Send active home reports and summary updates.
- Send vacant home reminders and occasionally perform light home-check visits.
- Provide seasonal reminders (ex: storm prep for buyers under contract, lawn care/pool reminders for sellers).
3. Database + Event Support
- Support top producers with client database outreach, registration help, and follow-up.
- Assist with event prep, ensuring each event feels thoughtful, elevated, and client-centered.
4. Internal Operations Support
During slower listing periods, assist with:
- Sorting emails for the top producer and owner
- Printing and mailing packets
- Ordering gifts, turning in invoices
- Calendar management for key client/team dates
- Work closely with both the Director of Operations and Transaction Manager to stay informed on client status and maintain a seamless experience.
Compensation
- $20/hour
- 1099 contractor role
- Must work in-person in Plano (3600 Preston Rd) for first 5 months
- After 5 months: light remote flexibility available
- Local driving required for home checks and deliveries