Job Description - Client Care Admin Specialist
Are you passionate about delivering exceptional client experiences in the Fort St. John community? Do you take pride in being the organized, reliable person behind the scenes who ensures everything runs smoothly? If you thrive in a fast-paced, detail-driven environment where communication, follow-through, and teamwork matter, you might be exactly who we’re looking for.
About Us
Elizabeth Chi PREC is a top-performing real estate professional based in Fort St. John, BC, specializing in residential, investment, acreage, and commercial properties. The business is built on a strategic, results-driven approach to marketing and sales, helping clients navigate the local real estate market with confidence and clarity.
With a proven track record, Elizabeth has consistently ranked in the top 1% of Realtors nationwide with Century 21 (2020–2025) and has been the #1 Realtor by number of units sold in Fort St. John and across British Columbia for 2023, 2024, and 2025. This success is driven by data-backed pricing strategies, strong negotiation skills, and deep market expertise in Northern BC.
The team is committed to delivering a high standard of service through transparent communication, strong systems, and consistent execution. From family homes and acreages to income-producing and commercial properties, every client experience is guided by clear planning, honest advice, and attention to detail.
We operate in a fast-paced, high-performance environment where organization, accountability, and follow-through are essential. Team members play a key role in maintaining the quality, consistency, and client care that the business is known for.
Role OverviewThe Client Care Admin Specialist is the backbone of a high-performing real estate business, ensuring seamless execution of listings, client communication, and internal systems. This role is responsible for maintaining organization, consistency, and follow-through across all transactions, allowing the lead agent to stay focused on revenue-generating activities.
This is not just a support role — it is an operational driver position that directly impacts client experience and business performance.
Key Responsibilities
1. Listing & File Management
- Oversee all listing and transaction files from signed agreement to completion
- Ensure all documents are accurate, complete, and submitted on time
- Coordinate with clients, lawyers, cooperating agents, and other stakeholders
- Track key dates, conditions, and deadlines
Expectation: Precision is critical — missed details have immediate consequences.
2. Client Communication
- Serve as a primary point of contact for clients throughout the transaction process
- Provide clear updates, next steps, and timelines
- Address questions, reduce friction, and maintain a calm, confident presence
Goal: Clients feel fully supported without always needing direct agent involvement.
3. Listing Coordination
- Schedule photography, videography, floorplans, and listing preparation
- Prepare listings for MLS entry and conduct accuracy checks
- Ensure all listing details are polished and correct before going live
Standard: Every listing is professional, accurate, and market-ready.
4. Marketing Coordination (Support Role)
- Coordinate timelines for listing launches, price changes, and updates
- Ensure all marketing assets are prepared and delivered on schedule
- Communicate with marketing vendors and partners as needed
Note: This role focuses on coordination, not content posting or social media management.
5. CRM & Systems Management
- Maintain and update CRM (Follow Up Boss)
- Track leads, clients, and tasks with accuracy
- Manage appointments, notes, and follow-up systems
Expectation: Nothing falls through the cracks.
6. Team & Operations Support
- Maintain internal systems, checklists, and SOPs
- Ensure consistency across all processes
- Identify inefficiencies and recommend improvements
This is where the role evolves from assistant to operator.
7. Administrative Execution
- Prepare documents, forms, and offer paperwork
- Coordinate showings and property access when required
- Manage inbox overflow, scheduling, and daily administrative tasks
Who This Role Is For
- Highly organized and detail-oriented
- Strong communicator who remains calm under pressure
- Proactive and self-directed
- Comfortable managing multiple moving parts simultaneously
- Takes ownership and follows through consistently
Who This Role Is Not For
- Individuals who require constant direction
- Those who struggle with deadlines or attention to detail
- Those who avoid difficult conversations
- Anyone seeking a low-responsibility or passive admin role
Success Looks Like
- Files are consistently complete, accurate, and on time
- Clients feel informed, confident, and well cared for
- Listings launch smoothly without last-minute issues
- The agent is freed up to focus on growth and sales
Compensation & Growth
- Wage: Hourly rate or salary based on experience
- Opportunity for growth within a scaling real estate business
- Commitment: Full-time (40 hours per week)
Additional Details
Location: Office-based role.
Reporting: Directly to Elizabeth Chi and in coordination with the Operations Managers.
How to Apply
- Open this personality test and make a copy. Read the instructions carefully and complete the form. (HINT: The total of all numbers in the bottom 4 boxes should total exactly 50.)
- Send a separate email to [email protected]. Do not respond back to this email!
- The subject line should be "I love Real Estate - (Add your highest scoring color, followed by your second highest scoring color here.)". For example, I love Real Estate - Green/Blue
- Sign the email with your full name, phone number and email address.
- Attach your Color Assessment to this email.
- Attach your resume to this email.
Final NoteThis is a high-impact role within a fast-paced real estate environment, often managing 30+ listings and transactions simultaneously. If you thrive in structured, accountable environments and take pride in keeping everything running smoothly, this role offers a strong opportunity for growth and long-term impact.
That’s it! We’re looking forward to seeing what you’ve got!
Join us at Team Chi and be part of creating seamless, joyful real estate experiences. We're excited to see what you bring to our team!
Team Chi
*Elizabeth Chi Personal Real Estate Corporation with the brokerage Century 21 Energy Realty located at #101-9120 100 Ave, Fort St John, BC V1J 1X4.
Pay: $22.00-$25.00 per hour
Experience:
- Administrative: 1 year (preferred)
Location:
- Fort St. John, BC (preferred)
Work Location: In person
