Real Estate Client Care Coordinator

This is a part-time position with the opportunity to become full-time with benefits. Prior experience in Real Estate is required. Some nights and weekends may be required.

This person has an eye for detail, impeccable systems, client service, and project management. As the Real Estate Client Care Coordinator, they will be working with buyers and sellers (alongside a lead agent) from the moment a lead comes in through closing -- and beyond -- and are tasked with making sure that every client receives 5-star service.

This position requires a high degree of self-motivation, flexibility, drive, and smart decision-making. Recognizing that building strong relationships with agents and clients is key to the team's success, they consistently prioritize customer service and strive to be helpful in every interaction. Their dedication to serving others reinforces the team's reputation as a dependable and trustworthy partner in the industry. 

This person is timely, they believe that being prepared is important. They utilize their time for maximum efficiency and don’t easily get lost down the rabbit trail. They are learning-based and always seeking to improve themselves. This can be as simple as podcasts, classes, or books. But they always seek growth and welcome feedback. 

The Real Estate Client Care Coordinator is deeply committed to implementing the shared vision of the company with strong attention to detail and a relentless obsession with consistent communication, values alignment, intentionality, and focus. The ideal candidate will work well with minimal supervision, gradually taking on more responsibility and leadership.

We are a small (but mighty) woman-owned Real Estate team based in downtown Chicago. We focus on helping women and growing families make intentional decisions about their homes. We aim to curate every detail of the buying and selling process to make it as stress-free and streamlined as possible and strive to be the friend that has our clients’ back every step of the way. 

As a team, we value intentional decision-making, continuously growing and learning, putting relationships first, and celebrating everyday victories.

Bottom line: If you are known for getting stuff done and want the challenge of growing something bigger, let’s talk!

$36,000 - $60,000 DOE

• Listing Coordination: Oversee all aspects of seller transactions from initial contact through the closing, including lead follow-up, preparing all listing materials, and coordinating with sellers and vendors as needed to prepare property (photos, staging, repairs, cleaning, signage, lock boxes, and access requirements); coordinating all open houses and showings; providing proactive weekly feedback to sellers regarding all showings and marketing activities; obtaining a review from seller post-closing
• Buyer Coordination: Oversee all aspects of buyer transactions from initial contact through closing, including: facilitating buyer communication when a lead is received, proactively scheduling client consultations and reviewing buyer MLS searches, scheduling all buyer showings, coordinating with Showing Partner to find coverage and drafting buyer contracts
• Transaction Coordination: Serve as the main point of contact for clients as well as attorneys, lenders, and co-op agents from the moment buyers and sellers go under contract through closing (and post-closing reviews)
• System and Database Management: Oversee implementation of the customer relationship management (CRM) system by building and executing all workflows to enhance relationships with past client databases as well as new inbound leads
• Client Care & Communication: Establish and oversee systems for consistent communication with clients via phone, text, and email to ensure they have an ideal Real Estate experience from the first point of contact through move-in day (i.e., proactively sending properties to buyers, listing progress reports and feedback from showings)
• Email and Calendar Management: Assist Owner with email and calendar management and preparing materials for buyer + seller consultations, agent-to-agent appointments and training seminars 
• Marketing and Event Coordination: Assist marketing team with marketing and event communication and coordination, as well as on-site at events, as needed
• Relationship Building: Find ways to create a “wow” experience for clients and referral partners through thoughtful gifts and touchpoints
• Team Culture + Onboarding: Manage the successful onboarding of new Team Members and help establish team culture by celebrating team birthdays, anniversaries, goals, and more
• Brokerage Compliance: Work with Keller Williams brokerage to help ensure Real Estate and marketing activities respect industry regulations and company policies

• Used to handling private information and meeting hard deadlines
• Excellent communication skills and organizational skills
• 2-3 years experience as an executive assistant or administrative assistant
• Accustomed to navigating computer software such as Microsoft Office and MLS

• Prior experience in Real Estate is required.

Heyday Homes (heydayhomes.com and @heyday.homes) is a small (but mighty) woman-owned Real Estate team based in downtown Chicago. We focus on helping professionals and growing families make intentional decisions about their homes. We aim to curate every detail of the buying and selling process to make it as stress-free and streamlined as possible and strive to be the partner that has our clients’ back every step of the way.

As a team, we value intentional decision-making, continuously growing and learning, putting relationships first, and celebrating everyday victories.