Back Office Coordinator

You will follow up with leads to qualify potential buyers or sellers and pass high-quality opportunities to agents. You’ll manage appointment scheduling, send out exposés and property information, and coordinate between agents, clients, and the marketing team.

You will maintain the CRM meticulously — updating records, tracking interactions, managing data integrity, and generating reports as needed. You’ll also prepare and coordinate contract documents (e.g. Widerrufsbelehrung, agency agreements) and ensure compliance with legal and internal standards.

As part of your coordination duties, you will support agents by handling back-office tasks: managing templates, tracking deadlines, and organizing property files. You’ll ensure that nothing stalls — every client gets timely updates, every document is in order, and agents have what they need to deliver a premium experience.

Daily Tasks

• Review new leads in CRM and follow up within agreed timeframes
• Update CRM with lead status, notes, and next steps
• Schedule appointments and confirm with clients and agents
• Send out exposés and property information promptly
• Check and process incoming emails for client and agent requests
• Prepare documents for client consultations (e.g., contracts, withdrawal notices)
• Monitor task deadlines to ensure no process stalls
  

Weekly Tasks

• Generate and share lead and follow-up reports from CRM
• Ensure property listings on portals are updated and accurate
• Prepare and distribute weekly availability calendars for agents
• Review pending contracts and coordinate signatures or missing documents
• Conduct a quality check of CRM data for accuracy and completeness
  

Monthly & As Needed Tasks

• Audit CRM for inactive leads and flag for reactivation or archiving
• Update and maintain document templates (contracts, brochures, forms)
• Coordinate with marketing team to ensure listings have the latest media
• Support onboarding of new agents into CRM and document workflows
• Assist with preparing compliance documentation (Widerrufsbelehrung, DSGVO)
• Contribute ideas for improving back office processes and workflows

You bring 1 year of experience in a real estate, administrative, or operations support role. You are comfortable working with CRMs, document workflows, and real estate processes.

You have solid organizational skills, high attention to detail, and the ability to manage multiple tasks simultaneously. You are proactive, reliable, and self-motivated, with strong written and verbal communication skills in both German and English. Familiarity with real estate contract types, compliance rules, and digital tools is a plus.

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You report to the Real Estate team lead or Head of Marketing (depending on structure). Success in this role is measured by the quality, timeliness, and accuracy of support you provide. You’ll align with agents and leadership over a shared CRM to ensure seamless workflows.

Key Metrics

• Speed and conversion of lead follow-up
• Appointment fill rate vs scheduled calls
• Accuracy and completeness of contract/document workflows
• CRM data integrity and update compliance
• Agent satisfaction with your support (feedback or scorecards)

You should be proficient with CRMs (data entry, tagging, reporting), digital document systems, listing portals, and coordination tools (e.g., Google Workspace, Slack). Experience with contract templates and legal documents (e.g. withdrawal notices) is highly valuable.

• CRM use (lead tracking, updates, reporting)
• Listing portal workflows and document upload
• Contract/document preparation and version control
• Digital communication and coordination tools
• Basic understanding of real estate compliance

You will interact closely with agents, clients, and internal teams, so communication must be polished, clear, and timely. You are highly dependable, managing deadlines without reminders, and you anticipate what comes next before it becomes urgent.

You must be a strong collaborator — you support agents while respecting their autonomy. Above all, you act with integrity, ensuring every document, communication, and process meets MorgenStreet’s premium standards and legal requirements.

Starting as Back Office Coordinator, you’ll gain deep understanding of real estate operations. With consistent performance, you may expand into roles like Real Estate Operations Specialist or Real Estate Operations Manager, taking on more responsibility for workflows, vendor coordination, and process design across the agency.

Growth Milestones

1. Mastery of all back-office support tasks
2. Ownership of CRM and document workflows
3. Process improvement and standardization
4. Oversight of junior support staff
5. Expansion into operations leadership roles

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