Now Hiring – Client Care Coordinator

We are currently looking for an Office Admin / Client Care Coordinator to join our team. Our growing business necessitates the immediate addition of a success-minded, hardworking, and customer service driven individual working in a fast paced environment. In this position the individual will provide the highest level of support to the Broker, Agents, the Operations Manager and all of their clients and customers.  It is expected that this position will support and assist all departments within the company with all clerical duties, data entry, transaction coordination, and any and all other relevant administrative duties.

Job responsibilities will include but are not limited to:


  • Manage relationships with clients, vendors and team members
  • Communicate (verbal, written and in person) professionally with clients and vendors and ensure all listing/transaction tasks are completed on-time with the highest level of customer service
  • Oversee and manage the entire “ contract to closing” process (including documentation, deadlines, communication with all parties)
  • Committed to “closing the loop” on tasks and following up until the desired result is achieved
  • Manage materials to ensure property listings are marketed appropriately through websites, MLS, brochures, signs, measurements, photos, etc.
  • Perform data entry into relevant databases including MLS, CRM program, data spreadsheets, etc.
  • Perform filing, copying, mailings and other administrative duties such as answering phones and supporting the team
  • Participate in and complete ongoing training specific to the position

Job Skills and Minimum Requirements:

  • Prior Administrative Assistant experience preferred
  • Prior knowledge of Real Estate or related field a plus (but not required)
  • Demonstrated ability to work well in a team environment and collaborate with staff
  • Self-directed and resourceful with ability to prioritize and manage multiple complex activities simultaneously
  • Demonstrated excellent communication, organizational and time management skills; ability to keep a lot of detail / information highly organized
  • Effective inter-personal skills; Personable with superior customer service skills that exceed expectations and keep clients not only satisfied, but happy
  • Must be detail oriented to effectively communicate with clients
  • Highly polished and professional verbal and written communication skills
  • Ability to shift gears quickly to accommodate new priorities and meet tight deadlines
  • Demonstrated proficiency in Microsoft Office Suite including Word, Excel, Outlook, Google products; specifically G-Mail, G-Drive & Calendar
  • Tech savvy with ability to learn and implement new technology & new systems
  • Work week is 35-40 hours; including occasional evenings and weekends as related to special events or Open Houses
  • Associate College degree preferred (but not required)
  • Experience with the following is a plus: social media management, marketing
  • Real estate license not required but a bonus if you have or are willing to obtain
  • Must have reliable, well maintained vehicle for occasional errands

Terra Firma Realty provides the following to foster your success:

  • Cutting edge systems and technology to foster your success
  • Customized software program to manage company prospects and opportunities
  • Training provided by nationally recognized real estate training / coaching team
  • Access to “your office” from any location with internet access
  • Generous compensation program commensurate with experience
  • Outstanding team environment

To learn more and apply for this position please email your resume and cover letter to Resume@TFMwisconsin.comNO phone calls please!