Real Estate Operations Coordinator​/Executive Assistant

We are looking for a highly organized and proactive Real Estate Operations Coordinator / Executive Assistant to support a growing real estate team in Winter Haven, FL. This person will help manage daily operations, calendar and email communication, transaction support, CRM organization, marketing coordination, and client experience systems. The ideal candidate is detail-oriented, tech-savvy, professional, and energized by keeping a fast-paced team organized and moving forward.

• 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

• 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

• 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

• 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

• 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

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

• 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.

• 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

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.

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.