Real Estate Office Manager
Description We're hiring a Real Estate Operations Manager to run day-to-day operations for our growing team. This is NOT a typical transaction coordinator role - you're the central hub that keeps everything running smoothly. You'll be the first contact for incoming leads, manage our pipeline, coordinate our team, and ensure nothing falls through the cracks. You'll work directly with our team CEO to optimize operations, support high-level client care, and help us scale efficiently. Think of this role as: Chief of Staff + Operations Manager + Lead Coordinator
Responsibilities
Lead Intake & Coordination (30%)
- First point of contact for incoming buyer/seller leads (phone, text, email, forms)
- Qualify leads and route appropriately (CEO, agents, and showing assistant)
- Respond quickly (within 15 minutes during business hours)
- Ensure no lead goes uncontacted or undocumented
- Track lead flow and conversion in CRM (Follow Up Boss)
Operations & Pipeline Management (40%)
- Oversee 7-10 active transactions monthly (contract to close)
- Work with a virtual assistant on transaction coordination tasks
- Monitor deadlines and ensure nothing gets missed
- Track pipeline status and report to the CEO weekly
- Identify bottlenecks and improve processes proactively
- Make sure all team members (agents, showing assistant, VAs) are aligned
CEO Support & Calendar Management (20%)
- Manage the CEO's daily schedule (consultations, showings, appointments)
- Prep CEO for each appointment (client notes, background, key issues)
- Coordinate with the showing assistant on client logistics
- Handle the CEO's high-priority leads with white-glove service
- Keep the CEO focused on content creation (mornings) and high-value client work (afternoons)
Systems & Documentation (10%)
- Ensure CRM is updated daily (all interactions logged)
- Create and maintain process documentation
- Implement improvements to team workflows
- Train team members on systems and tools
- Track KPIs and provide reports to the CEO
Qualifications
REQUIREMENTS (Must-Haves) 3+ years of real estate industry experience
- Must understand real estate transactions deeply
- Experience in real estate, title, mortgage, or transaction coordination
- Know what can go wrong and how to prevent it
Central Florida resident (Orlando metro area)
- Must live locally (not remote from another state)
- This is a hybrid role with some in-person coordination
High administrative competency
- Detail-oriented and organized
- Can manage multiple priorities simultaneously
- Nothing falls through the cracks on your watch
Operations mindset
- You see processes and systems, not just tasks
- Proactive problem-solver (fix issues before they become crises)
- Can work independently without constant direction
Tech-savvy
- Comfortable with CRM systems (Follow Up Boss or similar)
- Learn new software quickly
- Bonus: Comfortable with AI tools (ChatGPT, automation)
Phone & client-facing skills
- Professional, friendly, responsive
- Can qualify leads and build rapport quickly
- Represent our brand well
100% committed to team success
- Not building my own real estate business on the side
- Want to support a team, not go solo
- Team player mentality
QUALIFICATIONS (Nice-to-Haves) Active Florida real estate license
- Not required, but a significant plus
- Allows you to handle more client-facing work
Transaction Coordinator experience
- You know compliance, deadlines, and paperwork
- Can jump in and support TC tasks when needed
ISA (Inside Sales Agent) background
- Lead qualification and nurturing experience
- Phone skills and CRM expertise
Team operations experience
- You've worked on a high-producing real estate team before
- Understand team dynamics and coordination
Project management or executive assistant background
- Calendar management and executive support skills
- Process improvement and documentation experience
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