Private Client Services Coordinator - Real Estate

A boutique real estate and property services organization is seeking a Private Client Services Coordinator to support the day-to-day needs of a select group of clients and their residential properties. This role combines high-touch client service with property scheduling, vendor coordination, and detailed follow-through. The ideal candidate is resourceful, discreet, and comfortable managing multiple requests at once. You’ll coordinate with homeowners, property managers, maintenance providers, and outside vendors to help ensure requests are handled efficiently and clients remain informed.

Responsibilities

• Coordinate property maintenance appointments, inspections, repairs, and scheduled services.
• Communicate with homeowners, property managers, contractors, and service providers.
• Track open requests, service timelines, estimates, and completion updates.
• Obtain vendor quotes and coordinate approvals before work is scheduled.
• Maintain property records, vendor contact lists, warranties, and service histories.
• Review incoming invoices and route them for approval and payment.
• Prepare property status updates and summaries for clients or management.
• Coordinate access instructions and appointment logistics for approved service providers.
• Assist with move-in, move-out, seasonal property preparation, and special projects.
• Handle client information and property details with discretion.
• 3+ years of experience in property coordination, real estate administration, luxury hospitality, or client services.
• Strong vendor management and customer communication skills.
• Excellent organization and follow-up habits.
• Proficiency in Microsoft Office, spreadsheets, and digital recordkeeping systems.
• Ability to prioritize time-sensitive requests and manage changing schedules.
• Professional judgment and a high level of discretion.