Real Estate client retention and email marketing assistant

Real Estate Client Retention & Email Marketing Assistant We are looking for a highly organized, proactive Real Estate Client Retention & Email Marketing Assistant to help us build stronger long-term relationships with our past clients, leads, and sphere of influence. This is not a cold-calling or basic administrative position. Your primary responsibility will be making sure our clients feel remembered, appreciated, and consistently connected to our real estate business long after a transaction closes. Your #1 Priority: Client Retention & Email Marketing The most important part of this role is managing our client database and creating consistent, meaningful touchpoints throughout the year. Responsibilities will include: - Creating and managing regular email marketing campaigns to past clients, leads, and our sphere of influence - Maintaining and organizing our CRM and client database - Tracking client birthdays, home purchase anniversaries, and other important dates - Coordinating birthday cards, anniversary cards, gifts, and other personalized client touches - Managing post-closing follow-up campaigns so every buyer and seller stays connected to us after their transaction - Developing systems to generate more repeat business and client referrals - Identifying clients who have not been contacted recently and creating follow-up opportunities - Helping plan seasonal campaigns, holiday gifts, client appreciation initiatives, and special events - Ensuring no past client or valuable lead is forgotten Email Marketing A major part of this position will involve creating and executing email campaigns that are actually worth opening—not generic, spammy real estate newsletters. You should be comfortable helping create campaigns around: - Local real estate market updates - Homeownership tips and valuable homeowner information - Client success stories - New listings and recently sold properties - Community news and local events - Home purchase anniversaries - Seasonal homeowner reminders - Referral campaigns - Client appreciation events - Personalized follow-ups based on where someone is in their real estate journey Strong writing skills and an understanding of email marketing strategy are highly valued. Client Gifts, Cards & Closing Follow-Up We want every client to feel genuinely appreciated. You will help manage the entire client experience before, during, and especially after closing. This may include: - Coordinating closing gifts - Sending handwritten or personalized birthday cards - Managing home purchase anniversary gifts or messages - Creating a structured 30-day, 90-day, 6-month, and annual post-closing follow-up system - Keeping detailed records of gifts and communications sent - Researching creative and memorable client gift ideas - Coordinating holiday gifts and appreciation campaigns - Ensuring important milestones never get missed Additional Real Estate Support While client retention and email marketing are the primary focus, the right person may also assist with: - CRM management and database cleanup - Lead follow-up organization - Listing and transaction coordination support - Social media content coordination - Creating marketing materials - Organizing client events - Market research - General administrative support as needed Who We're Looking For The ideal candidate is: - Exceptionally organized and detail-oriented - Proactive—you notice what needs to be done before being asked - A strong written communicator - Experienced with email marketing and CRM systems - Comfortable managing multiple deadlines and recurring tasks - Creative when it comes to client engagement and retention - Able to build and improve systems, not simply follow instructions - Reliable and consistent - Comfortable working independently Experience in real estate is strongly preferred, but experience in email marketing, CRM management, customer retention, hospitality, luxury service, or relationship marketing may also be highly relevant. Experience With These Tools Is an Asset Experience with any of the following is helpful: - Real estate CRMs - Mailchimp, Lofty Constant Contact, or similar email platforms - Canva - Google Workspace - Project management tools - Automated workflows and CRM integrations - AI tools such as ChatGPT for content creation, research, and workflow efficiency What Success Looks Like Within the first few months, we want to have: - A clean, organized, and segmented client database - Consistent email marketing campaigns going out on schedule - Every client's birthday and home anniversary properly tracked - A reliable system for cards, gifts, and closing follow-up - Clear post-closing campaigns that continue for years—not just weeks - More repeat clients and referrals generated from our existing database - A client experience that makes people feel remembered and genuinely valued How to Apply Please include the following in your application: 1. Tell us about your experience with real estate, CRM management, email marketing, or client retention. 2. What email marketing platforms and CRM systems have you used? 3. Give us one example of a client retention system or campaign you have managed or would recommend. 4. If you inherited a database of hundreds or thousands of past clients and leads, what would you do in your first 30 days? 5. Please begin your application with the words "CLIENTS FOR LIFE" so we know you read the full posting. We are looking for someone who wants to take genuine ownership of our client relationships and help create a world-class experience that keeps clients connected to us for years to come.