Database and CRM Management

• Manage and maintain our Follow Up Boss database.

• Ensure leads and contacts are properly categorized, tagged, assigned, and placed into appropriate follow-up plans.

• Monitor database activity and identify leads or clients who need immediate follow-up.

• Clean and organize database records, including duplicates, missing information, and outdated contact details.

• Maintain accurate notes, communication records, lead stages, and client information.

• Create and manage lists for past clients, sphere contacts, active leads, long-term nurture opportunities, and recruiting prospects.

• Help ensure every lead has a clear next step and appropriate follow-up date.

Lead Follow-Up and Client Communication

• Reach out to new and existing leads by phone, text, and email.

• Respond quickly and professionally to inbound inquiries.

• Identify potential buyers and sellers who are ready to speak with an agent.

• Schedule appointments for our agents when appropriate.

• Nurture longer-term opportunities through consistent and thoughtful communication.

• Follow up with past clients and sphere contacts as part of our relationship and referral strategy.

• Communicate with warmth and confidence without being overly aggressive or sales-focused.

Technology and Follow-Up Systems

• Manage and monitor our lead-generation and follow-up technology.

• Ensure integrations, automations, action plans, and lead-routing systems are working properly.

• Troubleshoot basic technology issues and communicate with vendors when support is needed.

• Help manage platforms such as Follow Up Boss, Fello, Ruuster, Homebot, Luxury Presence, Flodesk, and other team systems.

• Build, update, and improve automated email, text, and task-based follow-up plans.

• Identify gaps in our systems and recommend improvements.

• Document processes and create clear standard operating procedures.

Reporting and Administrative Support

• Track lead response times, appointments, follow-up activity, conversion rates, and database engagement.

• Prepare weekly reports for team leadership.

• Monitor whether agents are completing required follow-up activities.

• Assist with lead assignments, reassignment, and accountability.

• Help manage email campaigns, contact lists, and database-based marketing projects.

• Support the leadership team with administrative and organizational projects as needed.

• Maintain confidentiality and handle client and company information professionally.

What We’re Looking For

• One to three years of experience in administrative support, inside sales, customer service, database management, real estate, or a related position.

• Exceptional organization and attention to detail.

• Strong written and verbal communication skills.

• Confidence communicating with potential clients by phone, text, and email.

• Ability to manage multiple projects and priorities without losing track of details.

• Comfortable learning and managing multiple technology platforms.

• Strong follow-through and a sense of personal ownership.

• Ability to recognize problems and work toward solutions without waiting to be told every step.

• Professional, positive, dependable, and team-oriented.

• Comfortable working in a fast-paced, high-accountability environment.

• Experience with Follow Up Boss or another CRM is strongly preferred.

• Real estate experience is helpful but not required.

You May Be a Great Fit If You…

• Love organizing information and creating efficient systems.

• Notice details that other people miss.

• Enjoy checking items off a list and completing projects.

• Believe every lead and client deserves consistent follow-up.

• Are comfortable holding yourself and others accountable.

• Can balance administrative precision with friendly client communication.

• Enjoy learning new technology and figuring out how systems work together.

• Want to play an important role on a growing, high-performing real estate team.

This Position May Not Be a Fit If You…

• Dislike detailed administrative work.

• Avoid making phone calls or communicating directly with potential clients.

• Need constant direction to complete responsibilities.

• Struggle to manage multiple systems or priorities.

• Are uncomfortable working with goals, metrics, and accountability.

• Frequently leave projects unfinished or fail to document your work.

At The Lindsey Bartley Team, we’re committed to building a powerhouse of elite real estate professionals—the best of the best in Lubbock. We equip our agents with top-tier training, powerful tools, and unmatched support to help them achieve extraordinary success.

Our culture is rooted in drive, accountability, collaboration, and an unwavering commitment to excellence. We believe we go further, faster—together.

Our mission is to help every team member grow beyond what they ever imagined possible and build a life they love through real estate. We don’t just hire agents—we develop top producers who lead the market. Success here is earned through hard work, dedication, and a willingness to fully embrace the opportunities in front of you. Together, we grow, achieve, and lead.