Client Experience & Operations Manager
Rob Vanovermeire Real Estate Team
Are you the type of person who loves creating order, following through on details, and making sure nothing falls through the cracks?
Do you enjoy helping people while coordinating multiple moving parts at once?
We're looking for a highly organized, proactive, and people-focused Client Experience & Operations Manager to become the operational quarterback of our growing real estate team.
This role is responsible for ensuring our clients receive an exceptional experience from the moment they hire us until long after they move into their new home.
You'll work closely with our sales team, transaction coordinators, marketing department, and clients to ensure every listing, purchase, and transaction is handled with professionalism, consistency, and care.
This is not an entry-level administrative role.
This is a leadership position responsible for client fulfillment, communication, accountability, and operational execution.
What You'll Do
Client Experience
- Conduct weekly check-in calls with active sellers
- Provide updates regarding showings, feedback, marketing activity, and market conditions
- Ensure clients always know what is happening next
- Identify concerns early and help resolve issues before they become problems
- Deliver a world-class client experience throughout the entire process
Transaction Oversight
- Coordinate with our transaction coordinators to ensure files move smoothly from contract to close
- Track critical dates and deadlines
- Assist with compliance and documentation oversight
- Coordinate communication between clients, agents, lawyers, lenders, inspectors, and vendors
- Help ensure every transaction closes smoothly
Marketing Coordination
- Ensure listing information is complete and accurate
- Coordinate handoff of listing assets to our marketing department
- Confirm marketing campaigns launch on schedule
- Monitor listing launch timelines and execution
- Work closely with our marketing manager to ensure no opportunities are missed
Systems & Operations
- Manage workflows inside our Notion operating system
- Maintain CRM records and client communication logs
- Follow standardized checklists and SOPs
- Monitor task completion and team accountability
- Help improve systems and processes over time
Who We're Looking For
You may be a great fit if you:
- Love checklists, systems, and organization
- Naturally follow up without being asked
- Enjoy helping people through stressful situations
- Communicate confidently and professionally
- Thrive in a fast-paced environment
- Are comfortable managing multiple priorities simultaneously
- Take ownership and solve problems proactively
- Have exceptional attention to detail
Experience Preferred
- Real estate experience preferred
- Transaction coordination experience preferred
- Client service experience preferred
- CRM experience preferred
- Experience with Notion, Google Workspace, or project management software is an asset
A real estate license is considered an asset but is not required.
Success in This Role Looks Like
- Clients feel informed, supported, and cared for
- Transactions move smoothly and efficiently
- Marketing launches happen on time
- Team communication is clear and consistent
- Nothing falls through the cracks
- Systems are followed and improved
Why Join Our Team?
We are building a scalable, systems-driven real estate business focused on delivering exceptional client experiences.
You'll work alongside a collaborative team that includes:
- Sales professionals
- Transaction coordinators
- Marketing specialists
- Operations support
You'll have clear processes, defined responsibilities, and the opportunity to play a critical role in the continued growth of our business.
If you're highly organized, love helping people, and take pride in making things run smoothly, we'd love to hear from you.
Pay: From $20.00 per hour
Experience:
- Real Estate: 3 years (required)
Language:
Location:
- Calgary, AB T2H 2B7 (required)
Work Location: In person
