Real Estate Client Services Coordinator

Waldman & James Realty Group; Lake Oswego (OR); On-site; USD 42,000 - 66,000; Full time

Job summary

Waldman & James Realty Group is seeking a proactive, Oregon-licensed Client Services Coordinator to manage listing coordination from start to finish, support buyers and sellers, and deliver concierge-level service to clients.

The role focuses on listing prep, coordinating contractors, showings, inspections, and open houses, while maintaining close collaboration with lead agents and the transaction coordinator to ensure a seamless experience.

Qualifications

• Minimum 2 years of real estate experience, including listing coordination.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills, with a warm, client-facing presence.
• Familiarity with home features and design.
• Ability to manage multiple listings and client relationships simultaneously.
• Availability and willingness to work evenings and weekends as needed to accommodate showings, open houses, inspections, and time-sensitive listing needs.
• Familiarity with Microsoft Office Suite and Google Workspace.
• Experience with Brivity CRM or similar real estate CRM/MLS platforms preferred.
• Reliable transportation and willingness to travel to listings, showings, and inspections.

Responsibilities

• Manage listing coordination from intake through closing, tracking documents and deadlines.
• Coordinate pre-listing property prep including contractor scheduling.
• Coordinate photography, staging, signage, and listing materials.
• Input and maintain listing details in MLS and CRM systems.
• Schedule showings, open houses, and provide status reports to sellers.
• Provide support to lead agent and buyers/sellers throughout transaction.
• Show homes to buyers and host open houses.
• Sit for and coordinate home inspections.
• Gather and present vendor bids for repairs or other needs.
• Track transaction tasks with operations team.
• Meet contractors and prep homes for photos; handle logistics.
• Ensure smooth operations and client experience.

Skills

Real estate experience

Organizational skills

Written & verbal communication

Client-facing presence

Multi-listing management

Time management

Travel to listings

Education

Oregon Real Estate License

Tools

Brivity CRM

MLS platforms

Microsoft Office

Google Workspace

Job description

At Waldman & James, we believe that home ownership gives us a sense of place, personal culture, and meaningful connection to our neighborhoods and greater community . It’s one of the most meaningful ways people build stability and invest in their future. Our purpose is to improve the lives of our clients by showing up as proactive, trusted advisors, providing value well beyond a single transaction.

We are a relationship-driven team that values growth, genuine connection, trust, and taking responsibility for our work.

The Opportunity: Client Services Coordinator

Waldman & James Realty Group is seeking a proactive, Oregon-licensed broker to serve as our Client Services Coordinator, managing listing coordination from start to finish, buyer support, and delivering the highest level of service to our clients. This role is ideal for someone who enjoys listing preparation and helping to get homes ready for market, and being a hands-on, trusted point of contact for clients throughout their transaction.

The right person is comfortable managing priorities in a fast-paced environment. This is a client-facing coordination role that requires strong follow-through, sound judgment, and a genuine desire to make the buying and selling experience feel seamless and well cared for. You will wo rk hand in hand with our lead agents and with our transaction coordinator.

About You:

You are personable and highly organized, with a natural ability to manage detail-oriented tasks. You are energized by helping people through one of the biggest decisions of their lives. You naturally anticipate needs before they arise and enjoy solving problems while keeping clients informed and confident. You enjoy being the person clients can count on, and you take pride in making sure nothing falls through the cracks from listing prep through closing.

You are comfortable coordinating contractors, walking properties, and making judgment calls about what a home needs to be ready for listing. You are equally comfortable in front of clients — hosting showings and open houses, sitting for inspections, and answering buyer and seller questions with confidence and warmth.

You understand that real estate doesn't run on a 9-to-5 schedule and are willing to flex your availability — including some evenings and weekends — to meet client needs.

You communicate proactively, stay calm when priorities shift throughout the day, and are willing to be hands-on — whether that means meeting a contractor at a listing, prepping a home for photos, or picking up a signed disclosure. You take genuine pride in delivering a concierge-level experience that reflects well on our team.

The Client Experience Coordinator plays a key role in the strength of our business — helping every listing launch in its best light and helping every client feel supported, informed, and well cared for. The ideal candidate finds satisfaction in both the operational side of listing a home and the relational side of guiding clients through the real estate process.

Core Responsibilities:

Listing Coordination Duties

• Manage listing coordination from intake through closing, ensuring documentation, disclosures, and deadlines are tracked and completed accurately.
• Coordinate pre-listing property preparation, including scheduling contractors for repairs, remodeling, or improvements needed prior to going on market.
• Coordinate professional photography, staging, signage, and listing marketing materials in partnership with the marketing team.
• Input and maintain accurate listing details within the MLS and CRM systems throughout the listing lifecycle.
• Once live, track and approve showing requests and agent feedback, schedule open houses and deliver regular listing status reports to each seller.

Buyer & Seller Client Experience Duties

• Provide support to lead agent and their buyers and sellers throughout their transaction, serving as a responsive and reassuring point of contact.
• Support buyer inquiries, showing requests, and property research.
• Show homes to buyers.
• Host open houses as needed.
• Sit for and coordinate home inspections, ensuring smooth logistics for agents, clients, and inspectors.
• Gather, organize, and present vendor bids for repairs, inspections, or other transaction-related needs.
• Act as a runner as needed for lockboxes, signage, documents, and other transaction logistics.
• Track transaction-related tasks and deadlines in coordination with the operations team.
• Support additional client experience and coordination tasks as needed to help the team operate smoothly.

Qualifications:

• Minimum 2 years of real estate experience, including listing coordination.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills, with a warm, client-facing presence.
• Familiarity with home features and design
• Ability to manage multiple listings and client relationships simultaneously.
• Availability and willingness to work evenings and weekends as needed to accommodate showings, open houses, inspections, and time-sensitive listing needs.
• Familiarity with Microsoft Office Suite and Google Workspace.
• Experience with Brivity CRM or similar real estate CRM/MLS platforms preferred.
• Reliable transportation and willingness to travel to listings, showings, and inspections.