Real Estate Operations Coordinator / Executive Assistant, Winter Haven

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.
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 leaders 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.