Client Care Specialist

The Chamberlain Group is looking for an experienced Client Care Specialist to join our Operations Team.

This is not an entry-level administrative role. We're looking for someone who already understands the pace and demands of residential real estate and is ready to play a key role in keeping a high-performing department running smoothly.

Working alongside our Executive Assistant, you'll help oversee the day-to-day flow of work, support one of Calgary's top-producing real estate teams, and ensure our clients receive an exceptional experience from start to finish.

This role goes beyond completing administrative tasks. We're looking for someone who naturally takes ownership, thinks ahead, solves problems before they become problems, and helps maintain a high standard of quality across everything we do.

If you're someone who enjoys creating order in fast-moving environments, takes pride in accuracy, and wants to make a meaningful impact, we'd love to meet you.

About Us

The Chamberlain Group is one of Calgary's top-performing real estate teams with Real Broker.

We believe buying or selling a home should be an exceptional experience. That's why we've built proven systems, clear processes, and a collaborative operations team that allows our agents to focus on serving clients while ensuring nothing falls through the cracks.

We care deeply about our clients, our community, and one another. We value accountability, continuous improvement, professionalism, and teamwork. We work hard, challenge each other to grow, and celebrate our wins together.

We're looking for someone who shares those values and wants to be part of a team that is always striving to improve.

What You'll Be Responsible For

Department Operations & Leadership

• Partner with the Executive Assistant to help oversee the daily flow of work across the department.
• Help communicate priorities, coordinate workloads, and keep projects moving forward.
• Step into an operational leadership role during absences or periods of high volume.
• Assist with delegating work, following up on outstanding tasks, and ensuring deadlines are met.
• Support the team by answering questions, resolving issues, and helping maintain consistency across daily operations.
• Identify bottlenecks and proactively recommend improvements to workflows and processes.
• Make confident decisions independently while knowing when to escalate more complex situations.
• Identify potential issues early and communicate them proactively.

Transaction & Listing Coordination

• Prepare and review contracts throughout the buying and selling process.
• Coordinate electronic signatures through NexOne.
• Assist with listing preparation and MLS input through Pillar9.
• Review files for completeness, accuracy, and compliance before they move forward.
• Coordinate deadlines and ensure nothing falls through the cracks during active transactions.

Quality Control

Maintaining exceptional quality is one of the most important parts of this role.

You will:

• Review listing and transaction files for accuracy before they are shared externally.
• Ensure client-facing documents meet our quality standards.
• Identify recurring errors and help improve processes to reduce them.
• Ensure administrative checklists and procedures are consistently followed.
• Take pride in producing work that is complete, accurate, and requires minimal review.

Client Experience

• Assist with coordinating appointments with clients, photographers, inspectors, trades, lawyers, and other vendors.
• Keep clients informed throughout the buying and selling process.
• Provide proactive communication so clients always know what to expect next.
• Help create an organized, professional, and memorable client experience from start to finish.

Marketing & Team Support

• Prepare listing marketing materials using existing templates.
• Assist with social media content and marketing initiatives.
• Research builders, communities, and market information as needed.

What We're Looking For

The ideal person is someone who naturally takes ownership.

You don't wait to be told every step. You notice what needs attention, anticipate problems before they happen, and take initiative to keep work moving.

You thrive in environments where priorities change quickly, details matter, and every day looks a little different.

You are:

• Highly organized with exceptional attention to detail.
• Calm under pressure and able to manage multiple priorities.
• Confident making decisions and solving problems independently.
• Proactive and able to anticipate what needs to happen next.
• Comfortable coordinating multiple moving pieces at once.
• An excellent communicator with team members, clients, agents, and vendors.
• Adaptable and able to pivot quickly.
• Accountable, dependable, and professional.
• Someone who follows tasks through to completion.
• Naturally curious and always looking for ways to improve systems.
• A collaborative team player who enjoys supporting others while also working independently.
• Passionate about creating an exceptional client experience.

Required Experience

• Minimum 1-2 years of residential real estate administrative experience in a fast-paced environment.
• Experience managing residential buying and selling transactions from contract to close.
• Experience preparing contracts and listing documentation.
• Experience entering listings into Pillar9 or another MLS input system.
• Experience using NexOne, DocuSign, or similar electronic signature software.
• Strong written and verbal communication skills.
• High level of proficiency with Google Workspace.
• Experience using Canva.
• Excellent typing and organizational skills.
• Valid driver's license and own your own vehicle.

Success in This Role

After your first few months, you'll be someone the team relies on to keep work moving.

You'll confidently manage your own responsibilities while helping support the department as a whole. You'll identify issues before they become problems, maintain a consistently high standard of quality, and ensure projects continue moving forward without constant oversight.

People will trust you to:

• Take ownership.
• Communicate proactively.
• Think ahead.
• Follow through.
• Solve problems.
• Maintain exceptional attention to detail.
• Support the Executive Assistant in keeping the department operating smoothly.

Why You'll Love Working Here

• Join one of Calgary's top-producing real estate teams.
• Work alongside an experienced operations team that values collaboration and continuous improvement.
• Have the opportunity to make a meaningful impact on both the client experience and the day-to-day success of the team.
• Work within well-established systems while helping shape how they continue to evolve.
• Be trusted with meaningful responsibility and opportunities to grow professionally.
• Be part of a culture built on accountability, ownership, respect, and teamwork.

Why This Role Is Different

We're not simply looking for someone to complete administrative tasks.

We're looking for someone who wants to take ownership of their work, think proactively, maintain exceptional quality, and become a trusted operational partner within our team.

If you naturally notice details others miss, enjoy solving problems, and love bringing order to busy environments, you'll thrive in this role.