Program Coordinator

HR•Lake Mary, FL

6d•Onsite

About The Position

WFG National Title Insurance Company (WFG) is seeking a Program Coordinator to manage the day-to-day operations of its growing Education program for real estate professionals. This role is responsible for the end-to-end execution of continuing education and non-continuing education programs, including scheduling, coordination with stakeholders, registration management, credit processing, tracking systems, and support for regulatory filings. The position requires exceptional attention to detail, strong organizational skills, and the ability to manage processes effectively. This is a hands-on execution role, with strategic direction and final approvals handled by program leadership.

Requirements

Exceptional attention to detail. Catches the small things; nothing falls through the cracks across many concurrent events.
Highly organized & process-oriented. Thrives inside defined systems, SOPs, and tracking sheets; keeps everything current and auditable.
Strong people skills with persistent follow-up. Comfortable being the point of contact for Title Agents, instructors, and sales reps — chasing sign-in sheets, surveys, W9s, and counts in a friendly, professional, relentless way.
Self-directed and reliable. Owns the daily workflow with minimal supervision and escalates the right issues at the right time.
Data & tooling fluency. Confident in Excel/spreadsheets and CRM systems; can pull, read, and maintain reports and tracking data accurately.
Clear written communication. Professional email and document writing; can follow templates exactly and represent the program well.

Nice To Haves

CRM administration experience. The program is expected to migrate from CRM to another; this role may help drive that migration.
Real estate, title, or continuing-education industry background. Familiarity with CE/regulatory processes or the title/real estate world is a plus.
Event coordination experience. Prior experience coordinating events, training, or programs across multiple stakeholders.
AI Agent experience, Comfort using AI tools to increase efficiency in drafting, summarizing, and organizing, paired with the judgment to verify AI output against source materials before it's relied upon.

Responsibilities

Schedule, coordinate, and run CE events from setup through close, ensuring each event stays on its required timeline.
Serve as the single point of contact for Title Agents — confirming event details, securing sign-in/sign-out sheets, attendee lists, and surveys, and following up persistently until each item is received.
Coordinate instructors and CE vendors: confirm bookings, collect W-9s, manage handouts and materials, and resolve logistics.
Coordinate with WFG sales reps to tie each event to the correct rep/territory and route survey results to reps and their managers.
Execute the full event email cadence (from pre-event registration through post-event credit/follow-up communications) accurately and on schedule.
Coordinate registration site setup and marketing kit requests/distribution, and track marketing status per event.
Maintain ongoing nurturing communications.
Pull and monitor registration reports, track counts against thresholds, and flag low-registration events for go/no-go decisions.
Maintain CRM records and opportunity updates.
Own the event tracking sheets and related workbooks as the program’s source of truth — disciplined data hygiene so no event falls through a gap.
Process CE credits: issue certificates and self-report rosters to state regulatory bodies where required.
Prepare and assemble regulatory filings and provider/instructor/course approval packets for leadership review and sign-off.
Track approval and certification expiration dates and initiate renewals well ahead of lapse — protecting the program’s standing in each state.
Maintain organized records for state audits and recordkeeping requirements.
Produce the monthly Program Report and analysis that demonstrate the impact of the program.
Administer event and Title Agent surveys and summarize results for stakeholders.
Manage program invoicing (instructors, vendors).
Track program spend against budget and flag variances.
Follow established SOPs and tracking processes precisely; recommend and document improvements without breaking the audit trail.
Manage course content and materials — keeping versions current, organized, and ready for each event.
Support multi-state expansion projects, learning each state’s CE requirements as new states come online.