Program Coordinator

This is a fully remote position, open to applicants in Florida.

📋 Description

• Organize, manage, and execute CE events from initial setup to final wrap-up, ensuring adherence to established timelines for each event.

• Act as the primary liaison for Title Agents, confirming event specifics, obtaining sign-in/sign-out sheets, attendee lists, and surveys, and diligently following up until all items are collected.

• Coordinate with instructors and CE vendors: confirm bookings, gather W-9 forms, manage distribution of handouts and materials, and address logistical challenges.

• Collaborate with WFG sales representatives to align each event with the appropriate rep/territory and deliver survey results to both reps and their managers.

• Implement the complete event email sequence (from pre-event registration through post-event credits and follow-up communications) accurately and punctually.

• Oversee the setup of registration sites and manage requests/distribution of marketing kits while monitoring the marketing status for each event.

• Generate and track registration reports, monitor attendance against set thresholds, and identify low-registration events for decision-making on proceeding or canceling.

• Manage CE credits: issue certificates and self-report rosters to state regulatory authorities as required.

• Prepare and compile regulatory filings along with provider/instructor/course approval packages for leadership review and authorization.

• Maintain well-organized records to meet state audit and recordkeeping standards.

• Create the monthly Program Report and analysis showcasing the impact of the events.

⛳️ Requirements

• Exceptional attention to detail, ensuring that no aspect is overlooked across multiple concurrent events.

• Highly organized and process-focused, thriving within established systems, standard operating procedures, and tracking tools; maintains updated and auditable records.

• Strong interpersonal skills with consistent follow-up; comfortable serving as the contact point for Title Agents, instructors, and sales representatives, diligently pursuing sign-in sheets, surveys, W-9 forms, and attendance counts in a friendly and professional manner.

• Self-motivated and dependable, effectively managing daily tasks with minimal oversight and escalating pertinent issues at appropriate times.

• Proficient in data and tools; skilled in using Excel/spreadsheets and CRM systems, able to accurately extract, interpret, and maintain reports and tracking data.

• Excellent written communication skills for professional emails and document creation; adept at adhering to templates precisely and representing the program effectively.

• Experience in CRM administration; the program is anticipated to transition from one CRM to another, and this role may assist in facilitating that shift.

• Background in real estate, title, or continuing education industries; familiarity with CE/regulatory processes or the title/real estate sector is advantageous.

• Experience in event coordination, having previously managed events, training, or programs involving multiple stakeholders.

• Familiarity with AI tools that enhance efficiency in drafting, summarizing, and organizing tasks, along with the discernment to validate AI-generated outputs against original materials before reliance.

🏝️ Benefits

• Competitive salary and performance-based incentives.

• Comprehensive benefits package, including health, dental, and retirement plans.

• Opportunities for professional development and career advancement.

• Supportive and collaborative work environment.