Project Coordinator/Support Specialist

Company Overview:

Company Overview:
At Bluegrass Real Estate Media, we are a fast-growing, full-service real estate media company dedicated to delivering high-quality photography, video production, virtual tours, and drone services to real estate professionals. Our mission is to provide our clients with a 10-star experience in every interaction. We operate in a fast-paced environment and offer exciting opportunities for growth to team members who are driven and detail-oriented.


As the Executive Project Coordinator, you will play a critical role in ensuring the smooth operation of day-to-day tasks within the company. You will be responsible for managing client communications, delivering high-quality media, and maintaining project workflows. This role requires someone with exceptional organizational skills, a customer-first mindset, and the ability to thrive in a fast-paced environment.

Tasks & Responsibilities

Daily Tasks:
1. Quality Assurance & Deliverables:
Review all media deliverables, including photos, videos, and virtual tours, to ensure they meet the company’s quality standards before sending them to clients via Tonomo (our booking system).

2. Client Communications:
Proactively initiate and manage all client communications, responding promptly to emails, texts, and phone calls. Phone calls should be returned within one hour, and texts responded to within 30 minutes, providing clear next steps or answers to inquiries. Set expectations for next-day communication when unable to respond due to end-of-day operating hours.

3. Consulting on Upgrades & Packages:
Advise clients on available upgrades and packages to enhance their project outcomes and increase satisfaction.

4. Monitor & Update Project Schedules:
Regularly review and adjust project timelines and team calendars to ensure deadlines are met and clients remain informed about progress.

5. Quality Assurance for Ongoing Projects:
Continuously review ongoing projects for creative quality to ensure they meet company standards.

6. Lead Generation & Outreach:
Engage in lead generation efforts through social media and email campaigns to help grow the business.

Weekly Tasks

1. Project Status Reporting:
Compile and present weekly reports on project statuses, highlighting progress, resource allocation, and any challenges faced.

2. Professional Development:
Set aside time each week for learning and improving skills in CRM software (Hubspot), project management tools, and Google Workspace.

Monthly Tasks:
1. Comprehensive Performance Reporting:
Report on key metrics such as revenue, new client acquisitions, average order value, and project completion rates. Identify areas for improvement based on these metrics.

2. Client Retention Strategies:
Collaborate with the team to develop strategies aimed at retaining current clients, improving satisfaction, and encouraging repeat business.

3. Policy & Procedure Review:
Ensure all projects adhere to company policies and procedures, updating them as needed to maintain compliance and efficiency.

4. System & Process Improvement:
Continuously analyze and recommend improvements for systems and processes to streamline operations and enhance project outcomes.

5. Special Projects:
Manage special projects as assigned by management, including new process implementations and strategic initiatives aimed at company growth.

Additional Responsibilities:
1. Continuous Learning:
Stay updated on industry trends and the company’s offerings to prepare for advancement into a more senior project management role.

2. Company Culture & Talent Retention:
Actively contribute to company culture and initiatives focused on creating a positive work environment and retaining talent.

Required Skills:
1. Customer Service:
Exceptional customer service skills with a strong client-first approach.

2. Communication:
Strong written and verbal communication skills, crucial for managing client relationships and coordinating with team members.

3. Organization & Workflow Management:
Ability to handle multiple projects at once, ensuring tasks are prioritized and deadlines are met.

4. Social Media Acumen:
Experience in managing content and engagement on social media platforms.

Key Qualities:
1. Proactive: A forward-thinking individual who anticipates and addresses challenges before they escalate.

2. Takes the initiative: A self-starter who doesn't wait for instruction to complete tasks and improve processes.

3. Self-Driven: Ability to manage tasks independently while remaining focused on the overall business objectives.

Compensation:
$7.00 per hour, with commission opportunities available.


Apply Here:

https://xisbtof3oij.typeform.com/to/SRRRac1E