Client Care Coordinator
Crystal Adams, PA
Orlando, FL US
Posted ago
Crystal Adams, PA

Client Care Coordinator - Assistant to Realtor

The role of the Client Care Coordinator is to provide the highest level of support to Crystal Adams and her clients. It is expected that this position will support and assist all departments within the company with all clerical duties, data entry and all other relevant administrative duties so that the Crystal Adams' Team maintains and grows its client base. Training will be provided as needed.


Duties to be performed in this position include but are not limited to the following:


  • Oversee all aspects of the administration of the agent’s business and support all avenues needed
  • Create and manage all systems for sellers, buyers, client database management, lead-generation tracking, lead follow-up, and all office administration
  • Coordinate the purchasing of any marketing materials, and any other business-related supplies and materials
  • Create and update a business operations manual and all job descriptions/employment contracts for any future hires
  • Manage the recruiting, hiring, training and ongoing leadership of all future administrative hires
  • Answer phones in a polite, professional manner
  • Return all emails and calls within 15 minutes
  • Participate in Daily Huddle via Zoom or in Person, review daily schedule and determine a course of action for anything unscheduled
  • Prepare team meeting agenda and distribute prior to meeting
  • Send cards for upcoming milestones (birthdays, anniversaries and so on)
  • Speak and engage with pre-qualified leads to figure out their wants and needs in a home
  • Schedule showings, show homes, host and go to open houses for potential buyers
  • Give potential home buyers necessary information about their local housing market
  • Assist the lead agent with inspections, walk-throughs, closings, and appraisals
  • Owning presence and increase followers across Instagram, LinkedIn, Facebook, Youtube and other platforms
  • Working knowledge or ability to easily learn Microsoft Word, Excel, Dotloop, CRM systems, MLS and other systems
  • Graphic design platforms- (Canva, etc.)


  • Oversee all aspects of seller transactions from initial contact to executed purchase agreement
  • Prepare all listing materials: pre -listing presentation, listing agreement, seller's disclosures, comparative market analysis, online property profiles, multiple listing service (MLS) research, etc.
  • Consult and coordinate with sellers all property photos, staging, repairs, cleaning, signage, lockbox, access requirements, and marketing activities
  • Obtain all necessary signatures on listing agreement, disclosures and other necessary documentation
  • Coordinate showings and obtain feedback with agents
  • Provide proactive weekly feedback to sellers regarding all showings and marketing activities
  • Coordinate all public open houses and broker open houses
  • Enter all listing information in MLS and marketing websites, social media and update as needed
  • Submit all necessary documentation to the office broker for file compliance
  • Input all necessary information to client database and transaction management systems

Assist Current Transaction Coordination (Contract to Closing)

  • Oversee all aspects of buyer and seller transactions from executed purchase agreement to closing
  • Coordinate title/escrow, mortgage loan and appraisal processes
  • Coordinate inspections, assist in negotiations regarding repairs, and coordinate completion of repairs
  • Regularly update and maintain communication with clients, agents, title officer, lender etc.
  • Submit all necessary documentation to the office broker for file compliance
  • Coordinate moving/possession schedules
  • Schedule, coordinate, and attend closing process
  • Input all client information to client database system
  • Schedule 30 day, 90 day and 120 day client customer service follow up calls to assist with any home improvement provider recommendations and to ask for referrals


  • Maintain client database management program and system
  • Create and regularly prepare all buyer and seller consultation packages
  • Coordinate the preparation of all listing and open house flyers, graphics, signage, and all other marketing materials, Creativity is a plus
  • Manage and update agent website(s) and online listings
  • Regularly assist agent’s to manage and enhance their social media presence
  • Track and coordinate all inbound leads from websites, social media, and other online sources
  • Coordinate all client/vendor appreciation events
  • Regularly obtain client testimonials for websites, social media and other marketing materials
  • Coordinate and implement agent marketing videos and property videos on website(s) and social media, and client database email campaigns

Position Hours

  • Monday thru Friday, 9:00 AM - 5:00 PM, Part time- Full time
  • Occasional evenings and Weekends required for Showings, Open Houses and Offers. Times will vary


  • Pay: $15 - $18 per hour based on Experience
  • Bonus pay is based on growth of company and performance


  • A valid Real Estate License is required for this job
  • Experience with the real estate market is a plus
  • Applicants should have a high school diploma, bachelor’s degree is a plus
  • Excellent communication and interpersonal skills, bilingual is a plus
  • Valid U.S. driver’s license with the ability to travel by car to and from appointments
  • Must be good with creative marketing, social media platforms and online tech systems
  • Must be Reliable, Honest Great Communication Skills
  • Must be flexible with hours as real estate is never a 9-5 job

$15 - $18 hourly- depending on experience and performance
About Crystal Adams, PA

Crystal Adams has been working in the Orlando area since 2004 and specializes in up-scale homes, traditional, short sales, foreclosures and commercial property. Her expertise comes from years of management, leadership and the appraisal business prior to her career in real estate.

Crystal always places the highest emphasis on honesty, integrity, communication and marketing. It is time to expand and grow.

Several of Crystal's awards throughout the years are below.

*Agent of the Year Awards

*America's Top 1% Real Estate Agent

*Hall of Fame Award

*Platinum Club Awards

*Multi-Million Dollar Top Producer

*Voted #1 Agent for East Orlando's Real Estate

*Ranked #58 RE/MAX Agent for the State of Florida!

*ORRA's Gold Club Level Top Producer

*Orlando's Top 100 Elite Realtors

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