Real Estate Operations Coordinator / Executive Assistant

Job Summary

A growing, high-producing real estate team is seeking a highly organized, proactive, and detail-oriented Real Estate Operations Coordinator / Executive Assistant to help manage the daily operations of the business.

This role is ideal for someone who thrives in a fast-paced environment, enjoys creating structure, and takes pride in keeping people, systems, transactions, calendars, and communication organized. You will work closely with the team leader to protect their time, improve team efficiency, support agents, and help deliver an excellent client experience from first contact through post-closing follow-up.

The right candidate is dependable, professional, tech-savvy, solutions-focused, and comfortable being the operational hub of a busy real estate team.

Key ResponsibilitiesExecutive & Administrative Support

• Manage calendars, appointments, deadlines, reminders, and scheduling
• Monitor and organize email inboxes and team communication
• Help prioritize daily tasks, follow-up, and important updates
• Prepare documents, checklists, reports, and team communication as needed
• Serve as a reliable support partner to the team leader

Real Estate Transaction & Client Support

• Help coordinate transaction details from contract to close
• Track important dates, deadlines, documents, and client communication
• Support agents, clients, vendors, lenders, title companies, and other partners
• Assist with post-closing follow-up and client care systems
• Help create a smooth, professional, and memorable client experience

Operations, Systems & CRM Management

• Maintain and improve operational systems, checklists, workflows, and processes
• Monitor CRM activity, lead tracking, pipeline updates, and follow-up tasks
• Help ensure leads, clients, and transactions are properly organized
• Identify operational gaps and suggest practical solutions
• Keep the team accountable to systems and timelines in a professional manner

Marketing & Social Media Coordination

• Assist with social media scheduling and marketing coordination
• Help maintain brand consistency across marketing materials and platforms
• Coordinate with photographers, vendors, designers, printers, and service providers
• Support listing marketing, client events, vendor events, and team promotions

Team & Office Support

• Assist with onboarding new team members or agents
• Maintain training materials, process documents, vendor lists, and client resources
• Answer or route inbound calls as needed
• Help keep the office and team environment organized, efficient, and professional
• Support special projects assigned by leadership

Ideal Candidate

The ideal candidate will be:

• Highly organized and detail-oriented
• Proactive and able to anticipate needs before being asked
• Calm under pressure and able to manage multiple priorities
• A strong written and verbal communicator
• Comfortable using technology, CRMs, calendars, email, and task management systems
• Professional, trustworthy, and discreet
• Positive, service-minded, and team-oriented
• Comfortable following systems while also improving them
• Able to work independently and take ownership of responsibilities
• Willing to hold others accountable in a respectful and professional way

Preferred Qualifications

• Real estate administrative, transaction coordination, or operations experience preferred
• Experience supporting a business owner, executive, sales team, or real estate team
• Familiarity with real estate CRMs such as Follow Up Boss, Command, or similar platforms is a plus
• Experience with Google Workspace, Microsoft Office, Canva, social media tools, and scheduling platforms preferred
• Strong customer service, communication, or client care background

Real estate experience is preferred, but we are most interested in someone with strong organization, follow-through, communication, ownership, and problem-solving skills.

What Success Looks Like

In this role, success means:

• The team leader’s calendar, communication, and priorities are organized
• Transactions, deadlines, and client details are tracked accurately
• Leads and pipeline activity are properly managed in the CRM
• Agents and clients receive timely support
• Systems are followed, improved, and documented
• The team operates with less chaos and more consistency
• Clients receive a professional, high-quality experience

Compensation

Pay range is $16–$20 per hour, depending on experience and skill set.

Bonus opportunities may be available based on performance, team growth, and role expansion.

Work Location & Schedule

This is a full-time, in-person position based in Winter Haven, FL.

Schedule is generally Monday through Friday, with occasional weekend support as needed for client needs, events, or team priorities.

Pay: $16.00 - $20.00 per hour

Application Question(s):

• Do you have experience working in real estate, transaction coordination, operations, or executive support? Please explain.
• Describe a time you had to organize a messy system, calendar, inbox, project, or process. What did you do?
• Which tools or systems have you used before? For example: CRM, Google Workspace, Microsoft Office, Canva, social media scheduling tools, task management software, etc.

Work Location: In person