Real Estate Operations Manager

We are seeking a motivated, self-starting Real Estate Operations Manager/Executive Assistant with experience in sales and or administration to support a prominent real estate team in Marin County. A valid California Real Estate License is preferred but not required.

This role requires a highly resourceful, professional, and emotionally intelligent individual who can

effectively support both team members and high-net-worth clients. The ideal candidate thrives in a fast-paced environment, manages confidential information with discretion, delivers exceptional client service, and demonstrates composure and sound judgment while managing competing priorities in high-pressure situations.

This individual will play a key role in managing the full listing lifecycle, ensuring each property is executed

with precision, efficiency, and a high level of care consistent with a luxury real estate experience.

Key Responsibilities:

Listing & Transaction Management

• Oversee and support the full listing lifecycle from valuation through closing

• Coordinate all aspects of property preparation, including staging, photography, inspections,

repairs, and improvements

• Manage disclosures and documentation, including coordination with the transaction coordinator

and use of platforms such as Disclosures.io and DocuSign

• Maintain timelines, ensure accuracy of all listing materials, and follow structured processes and

checklists

Marketing & MLS Management

• Assist in developing and executing marketing plans for each listing

• Prepare and distribute marketing materials, including digital campaigns, flyers, brochures, and

bulk mailings

• Enter, update, and maintain accurate listings across MLS and platforms, including price changes,

status updates, and expired listings

• Troubleshoot MLS issues, including data accuracy and client information, and communicate

updates to the marketing team

• Post listings on Top Agent Network and maintain website accuracy, including backend updates

Client Experience & Communication

• Provide a high-touch, concierge-level experience for clients throughout the process

• Manage high-volume communication with clients, vendors, agents, and partners

• Review and summarize inspection reports, coordinate closing logistics, and support client follow-up

Scheduling & Vendor Coordination

• Coordinate vendors, inspectors, contractors, and local authorities, and ensure all parties are

aligned with timelines

• Schedule and support showings, open houses, broker opens, and team events, including

occasional on-site execution

• Prepare schedules and fee reports in Google Sheets and PDF format

Operations, CRM & Reporting

• Maintain CRM systems with accurate client, lead, and transaction data and track interactions and

deal progress

• Update ActivePipe, Outlook calendars, contacts, and client databases

• Maintain and update client and property lists, as well as revenue tracking reports in Google

Sheets

• Prepare comparative market analyses and performance reports

• Track listing-related expenses and support budget awareness

• Communicate daily priorities, tasks, and action items

Qualifications

To be successful in this role, candidates must perform all essential duties effectively while maintaining a high standard of professionalism.

Required Competencies

• Professional demeanor with experience supporting high-end clientele
• Strong verbal and written communication skills with polished phone and email etiquette
• Highly organized with acute attention to detail and the ability to manage multiple priorities in a fast-paced environment
• Proactive, resourceful, and accountable, with the ability to work both independently and collaboratively
• Reliable and punctual
• Tech-savvy with strong attention to detail
• Calm and professional under pressure

Required Qualifications

• Valid California driver’s license and insurance
• Reliable, presentable vehicle (mileage reimbursement provided)
• College degree

Physical Requirements

• Ability to sit or stand for extended periods
• Frequent use of hands for repetitive tasks
• Ability to lift up to 25 pounds
• Ability to walk on stairs and uneven surfaces

Compensation & Benefits

• Competitive salary, commensurate with experience
• Medical, dental, and vision insurance
• Paid time off, including vacation and sick leave
• Mileage reimbursement

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person