Licensed Real Estate Administrative Assistant

Job Description

Job Description

RE/MAX Ace Realty is seeking a highly motivated, detail-oriented, and solutions-driven Client Care Coordinator to manage and optimize our real estate team’s back-end operations. This pivotal role supports the Team Leader and agents by implementing systems, overseeing transactions, managing marketing efforts, and ensuring a smooth client experience from first contact to post-closing follow-up. If you're someone who thrives in a fast-paced environment, enjoys creating order, and has a passion for helping a high-performance team grow, we want to hear from you!

This is ONLY for a Licensed Pennsylvania Real Estate Agent.

As the Client Care Coordinator, you will oversee the administrative, marketing, and client service functions that support the growth and success of the real estate team. This role is essential to keeping the team productive, organized, and client-focused by handling key areas such as transaction coordination, listing management, marketing, CRM oversight, lead tracking, and general operations support.

You will be the go-to person for streamlining processes, communicating with clients and vendors, and ensuring that the team runs efficiently every single day. Strong communication, organization, and tech-savvy skills are a must. Ability to handle occasional showings and attend a settlement is required.

Compensation: $24,000 base plus Bonus for upwards of $48,000 per year

$24,000 base plus bonus

Administrative & Operations

• Manage all back-office systems for buyers, sellers, and team productivity
• Oversee calendar management, meeting preparation, and administrative support for the Broker
• Respond to calls, emails, and texts during scheduled hours, filtering communication for priority
• Maintain updated operations manual, job descriptions, and employment contracts
• Participate in daily team huddles and ensure action items are followed through with
• Maintain a culture of confidentiality, professionalism, and adherence to policies

Listing & Seller Support

• Coordinate the listing process from initial consultation through contract
• Prepare listing documents, disclosures, and marketing assets
• Schedule staging, photos, signage, and lockbox installations
• Track and follow up on showings and feedback
• Ensure listings are accurately posted and updated on MLS and marketing platforms

Transaction Coordination (Contract to Close)

• Manage all buyer/seller transactions from contract through closing
• Coordinate inspections, repairs, title, lending, appraisals, and all communication
• Maintain compliance with file documentation
• Schedule and attend closings, and ensure client follow-ups post-sale

Marketing & Client Engagement

• Manage CRM and marketing database for client and lead engagement
• Create consultation packets, flyers, signage, digital graphics, and mailers
• Coordinate social media content and digital marketing strategies
• Organize client appreciation events and request testimonials
• Assist with video content creation for listings and branding

Lead Management & Follow-Up

• Categorize, track, and follow up with all incoming leads
• Respond within 5 minutes during working hours for new leads
• Maintain consistent engagement across A, B, and C lead categories
• Log activity and set automated drip campaigns using CRM
• Ensure smooth lead handoffs to team agents or referral partners

• A valid Real Estate License is required for this job
• Candidates are required to have a high school diploma or GED
• Background in real estate is required for this position

Experience: 2+ years in real estate operations, executive assistant, or transaction coordination preferred, with a Pennsylvania Real Estate License Required.

Education: Associate's or Bachelor’s Degree preferred, or equivalent work experience

Skills & Abilities:

• Highly organized and detail-oriented
• Excellent verbal and written communication skills
• Proficient with CRM systems, G-Suite, Canva, MLS, and social platforms
• Tech-savvy with the ability to learn and implement new systems quickly
• Strong problem-solving and prioritization abilities
• Able to maintain confidentiality and exercise sound judgment
• Self-starter with a positive, team-first mindset
• Reliable Transportation and the ability to drive are required for this role
• Reliable cell phone service and a laptop are required for this role

At RE/MAX Ace Realty, we are cultivating a dynamic culture that thrives on collaboration, support, and personal growth. We understand the power of teamwork and inclusivity, and we are committed to pushing the boundaries of what's possible in real estate together.

Our team is passionate about helping each member unlock their full potential and achieve their career goals. Guided by our core values of Excellence, Integrity, Knowledge, and Service, we are dedicated to providing a supportive environment where agents can thrive.

With a focus on continuous improvement and a commitment to supporting one another, our team of professionals leverages innovative strategies and cutting-edge technology to ensure your success.

Join us at RE/MAX Ace Realty, where your growth and success are our top priorities, and let's navigate your real estate journey together with expertise and care.