Description

This role is designed to serve as the operational backbone of our boutique real estate company. You'll oversee end-to-end operations across our $100M+ annual transaction volume, managing everything from buyer/seller transactions to lead optimization and digital marketing initiatives.

This role requires someone who can think strategically while executing flawlessly, supporting our team agents and our goal of building lasting relationships with 1,000+ additional clients annually.

90-Day Evaluation Period: Comprehensive onboarding with clear performance milestones and regular strategic reviews.
Responsibilities

Working with Buyers
• End-to-End Buyer Transaction Management: Oversee the complete buyer journey from lead conversion through closing, ensuring seamless execution of all transaction milestones
• Strategic Showing Coordination: Coordinate showings and attend appointments as needed
• Stakeholder Relationship Management: Serve as primary liaison between buyers, lenders, title companies, and transaction parties to facilitate smooth communication and problem resolution
• Client Experience Optimization: Deliver a premium buyer experience through strategic communication, comprehensive documentation support, and white-glove closing coordination

Working with Sellers
• Comprehensive Listing Strategy Execution: Orchestrate all aspects of listing preparation, marketing launch, and transaction management to maximize seller outcomes
• Property Enhancement Coordination: Manage small renovation projects, professional staging, and marketing preparation to optimize property presentation and market positioning
• Market Response Management: Analyze showing feedback, coordinate pricing strategies, and manage listing optimization across all marketing channels
• Premium Service Delivery: Execute final touch staging and provide comprehensive post-closing support to maintain client relationships

Lead Management
• Strategic Lead Pipeline Optimization: Optimize and execute comprehensive lead management systems through Follow Up Boss CRM to maximize conversion rates and revenue generation
• Multi-Channel Client Acquisition: Orchestrate seamless client communication across all touchpoints (phone, email, social media, text) to ensure premium response standards and brand consistency
• Database Growth & Retention Management: Develop and execute nurture campaigns through email and SMS marketing to maintain active engagement and drive repeat business and referrals
• Performance Analytics: Monitor, analyze, and report on lead conversion metrics, pipeline health, and ROI to inform the Founder

Administrative, Personal & Operational Support
• Maintain and follow established systems and SOPs
• Strategic Vendor & Partnership Management: Cultivate and oversee key vendor relationships, contractor coordination, and service provider partnerships to ensure seamless operational delivery and cost optimization
• Executive Operations Leadership: Serve as operational backbone for high-level business functions, streamlining processes and eliminating inefficiencies to support strategic growth initiatives
• Strategic Calendar & Resource Coordination: Orchestrate complex scheduling, appointment management, and resource allocation to optimize productivity and ensure seamless client and team experiences
• Organizational Excellence & Team Enablement: Drive cross-functional coordination and operational support systems that empower team performance and maintain premium service delivery standards
• Founder Personal Support: Provide occasional personal task support for the founder, including errands (returns, pickups, drop-offs), dog care coordination, and other time-sensitive personal logistics that protect the founder's focus on revenue-generating activities

Qualifications
• Active California real estate license, in good standing
• Strong client-facing communication - written, verbal, in-person
• Discipline to follow up consistently over long timelines (2-24 months is normal for buyer conversions)
• Comfort with real estate technology (FUB, MLS, RealScout, DocuSign)
• Calendar discipline and ability to manage 10-20 active clients simultaneously
• Familiarity with Orange County or the Inland Empire and surrounding Southern California markets