Job Title: Scheduler

Objective:
The scheduler ensures our agents’ calendars are full of buyer appointments, showings, and open houses, helping maximize client engagement.

Key Responsibilities:

Schedule buyer appointments, showings, and open houses for agents.
Distribute pre-market listing lists.
Curate and handpick listings to re-engage buyers.
Maintain smooth communication between agents and clients for seamless scheduling.

Systems Used:

MLS platform
Follow Up Boss (FUB)
Email communication tools

Success Metrics:

Total number of appointments scheduled.
Response time efficiency.

Relationship Manager

Main Objective

The Relationship Manager is responsible for strengthening and maintaining relationships with past clients, current clients, and prospects. Their purpose is to increase referrals, repeat business, online reviews, and long-term client loyalty by delivering consistent, personalized communication long after the transaction is complete.

This is a revenue-generating role. The Relationship Manager does not sell real estate—they create opportunities for agents by ensuring no relationship is forgotten.

Key Responsibilities

Serve as the primary point of contact for post-closing client care.
Execute the company's client follow-up plan through calls, emails, text messages, and handwritten notes.
Schedule annual real estate reviews for agents.
Reach out to clients on birthdays, home purchase anniversaries, and other important milestones.
Coordinate client appreciation events and invitations.
Request Google and Zillow reviews after successful transactions.
Identify life changes or buying/selling opportunities and schedule appointments for agents.
Maintain accurate client notes and relationship history inside the CRM.
Ensure every client receives a world-class experience that reflects the Century 21 Envoy brand.

Systems Used

Follow Up Boss (FUB)
Email
Phone
Google Calendar
Google Workspace

Success Metrics

Appointments generated for agents.
Client response rate.
Number of referrals generated.
Number of online reviews received.
Percentage of database contacts touched each month.
Client retention and repeat business.

Ideal Candidate

Exceptionally friendly and personable.
Outstanding written and verbal communication skills.
Naturally organized and detail-oriented.
Enjoys talking with people and building genuine relationships.
Comfortable using technology and learning new systems.
Able to work independently in a remote environment while maintaining consistent follow-up.

Transaction Coordinator (Virtual Assistant)
Main Objective
The Transaction Coordinator is responsible for managing the administrative side of every real estate transaction from contract to closing. Their goal is to ensure every file is complete, compliant, and progresses smoothly while allowing agents to focus on serving clients and generating new business.
This is a fulfillment role. The Transaction Coordinator creates an exceptional client experience by ensuring every transaction is organized, accurate, and on schedule.
Key Responsibilities

Open and manage transaction files from executed contract through closing.
Track contractual deadlines and contingency dates.
Coordinate communication with attorneys, lenders, title companies, inspectors, appraisers, and cooperating agents.
Ensure all required documents are signed, uploaded, and compliant with brokerage and MLS requirements.
Monitor transaction progress and proactively identify missing items or potential delays.
Schedule inspections, appraisals, final walkthroughs, and closings as needed.
Maintain accurate records in Dotloop and other brokerage systems.
Keep agents informed of transaction status and upcoming deadlines.
Deliver a smooth, organized closing experience for clients.

Systems Used

Dotloop
MLS
Email
Google Calendar
Google Workspace
Follow Up Boss (for transaction updates when applicable)

Success Metrics

Number of transactions successfully managed.
Percentage of files submitted without compliance corrections.
On-time completion of contractual deadlines.
Average response time to agents and vendors.
Number of transactions that close on schedule.
Agent satisfaction with transaction support.

Ideal Candidate

Extremely organized and detail-oriented.
Able to manage multiple deadlines simultaneously.
Excellent written communication skills.
Calm under pressure and proactive in solving problems.
Comfortable coordinating with multiple parties at once.
Strong understanding of real estate contracts and transaction timelines (or willingness to learn quickly).
Able to work independently in a fast-paced remote environment.

Relationship Manager

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Main Objective

Key Responsibilities

Systems Used

Success Metrics

Ideal Candidate

Open and manage transaction files from executed contract through closing.

Track contractual deadlines and contingency dates.

Coordinate communication with attorneys, lenders, title companies, inspectors, appraisers, and cooperating agents.

Ensure all required documents are signed, uploaded, and compliant with brokerage and MLS requirements.

Monitor transaction progress and proactively identify missing items or potential delays.

Schedule inspections, appraisals, final walkthroughs, and closings as needed.

Maintain accurate records in Dotloop and other brokerage systems.

Keep agents informed of transaction status and upcoming deadlines.

Deliver a smooth, organized closing experience for clients.

Systems Used

Dotloop

MLS

Email

Google Calendar

Google Workspace

Follow Up Boss (for transaction updates when applicable)

Success Metrics

Number of transactions successfully managed.

Percentage of files submitted without compliance corrections.

On-time completion of contractual deadlines.

Average response time to agents and vendors.

Number of transactions that close on schedule.

Agent satisfaction with transaction support.

Ideal Candidate

Extremely organized and detail-oriented.

Able to manage multiple deadlines simultaneously.

Excellent written communication skills.

Calm under pressure and proactive in solving problems.

Comfortable coordinating with multiple parties at once.

Strong understanding of real estate contracts and transaction timelines (or willingness to learn quickly).

Able to work independently in a fast-paced remote environment.

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