Client Care Assistant

Love working with people, staying organized, planning memorable events, and being part of the action? This might be the role for you.

We’re looking for a Client Care Coordinator who wants more than a traditional office job. One day you may be helping create an incredible experience for our clients, the next you could be assisting at a property video shoot, preparing for a VIP event, coordinating client gifts, or keeping important projects moving behind the scenes.

This is a fast-paced, hands-on role for someone who is outgoing, organized, dependable, and genuinely enjoys making people feel taken care of.

An important note about this position: This is a dedicated client care, administrative, marketing support, and events role. It is not an entry point into becoming a real estate agent or a stepping stone to a sales position. We are specifically looking for someone who is excited about building their career in client service and business support. Candidates who are currently pursuing a real estate license, studying to become an agent, or primarily interested in transitioning into real estate sales will not be the right fit for this position.

What You’ll Do

Client & VIP Care

• Help manage relationships and communication with current clients, past clients, and VIPs.
• Assist with client follow-up, special occasions, closing gifts, appreciation initiatives, and relationship-building efforts.
• Maintain accurate client and VIP information within company systems.
• Help ensure every client receives a consistent, professional, and personalized experience.
• Assist with calls, emails, texts, appointment coordination, and client requests.
• Help create opportunities to stay connected with past clients and strengthen long-term relationships.

Property Marketing & Video Shoots

• Assist with property tour videos, social media shoots, and community content.
• Help prepare, organize, transport, set up, and break down video equipment.
• Assist during shoots to keep production organized and on schedule.
• Help coordinate property details and prepare for filming.
• Work with the marketing team to support content for listings, social media, and other campaigns.

VIP Events & Client Appreciation

• Help plan and execute VIP events, client appreciation events, community activities, giveaways, and special promotions.
• Coordinate invitations, RSVPs, vendors, supplies, décor, signage, gifts, and event materials.
• Assist with event setup, guest check-in, hosting, breakdown, and follow-up.
• Bring ideas and attention to detail that help make our events memorable.

Office & Administrative Support

• Help manage the daily organization and operation of the office.
• Maintain office supplies, marketing materials, closing gifts, event supplies, and inventory.
• Prepare materials for appointments, meetings, events, mailings, and client communications.
• Assist with calendars, scheduling, data entry, filing, document preparation, and administrative projects.
• Prepare mailers, invitations, client gifts, open house materials, and marketing packages.
• Maintain a clean, organized, professional, and client-ready office environment.
• Jump in to assist with additional projects and responsibilities when needed.

Who We’re Looking For

The ideal candidate is:

• Warm, personable, and professional
• Highly organized and detail-oriented
• Dependable with excellent follow-through
• A strong communicator in person, over the phone, and in writing
• Comfortable juggling multiple projects and changing priorities
• Confident interacting with clients, vendors, agents, and community members
• Familiar with social media and interested in video and content creation
• Comfortable learning CRM systems, technology, and real estate platforms
• Able to work independently while being an enthusiastic team player
• Someone who sees what needs to be done and takes the initiative to do it
• Interested in developing long-term expertise in client care, administration, events, marketing support, and business operations rather than real estate sales

This Is Not Just a Desk Job

This position includes both office and field responsibilities. You may travel locally to properties, video shoots, client appointments, and events. Candidates should be comfortable standing and moving for extended periods and carrying video equipment, event supplies, marketing materials, and other items as needed.

Some client and VIP events may also take place outside regular business hours, including occasional evenings or weekends ( approximately 2-4 times per year).

Why This Role Is Different

Real estate is ultimately about people, and this position is at the heart of those relationships. You’ll help create the experiences that clients remember long after their transaction is complete while gaining hands-on experience in client relations, marketing, video production, events, and business operations.

If you love variety, take pride in supporting others, enjoy building relationships, and want to make client care and business operations an important part of your career, we’d love to hear from you.

Pay: $18.00 - $20.00 per hour

Expected hours: 40.0 per week

Application Question(s):

• Are you able to successfully perform the physical requirements for the position including standing for extended periods, moving quickly, and occasional lifting up to 25lbs?

Ability to Commute:

• Hawthorn Woods, IL 60047 (Required)

Work Location: In person