Operations Coordinator

Transaction & Client Operations Coordinator
Lead Group | Odessa, Texas
Full-Time | In-Office | Monday–Friday
Compensation: $40,000 base performance incentives
The Opportunity
Lead Group is looking for an exceptionally organized, proactive Transaction & Client Operations Coordinator to own the operational side of our real estate transactions and client experience.
This is not a position for someone who waits to be told what to do.
We are looking for a go-getter who sees what needs to happen, takes ownership, follows systems, communicates early, and finishes what they start.
You’ll help create an exceptional experience for our agents and clients from executed contract through closing—and continue that relationship after closing through our past-client program.
Technology and AI are an important part of how we’re building our company. You don’t need to be an AI expert on day one, but you must be technologically confident, curious, willing to learn, and excited about finding better ways to work.
What You’ll Own
Transaction Coordination & Compliance
You will own the administrative transaction process from executed contract through closing.
Responsibilities include:

• Review executed contracts and supporting documents for completeness.
• Identify and track critical contractual dates and deadlines.
• Submit required brokerage compliance documentation.
• Maintain complete and organized transaction files.
• Coordinate with title companies, lenders, inspectors, agents, vendors, and clients.
• Obtain missing documents and signatures.
• Prepare administrative transaction documents at the direction of the appropriate licensed agent.
• Monitor option periods, financing deadlines, appraisal milestones, closing dates, and other critical dates.
• Keep agents informed before issues become emergencies.
• Maintain closing checklists.
• Complete post-closing file requirements.
• Follow all brokerage and regulatory compliance procedures.

Accuracy is essential. The person in this position must understand the processes they manage and cannot rely on an assistant to know how their department operates.
Systems & Task Management
If it isn’t in the system, it didn’t happen.
You will:

• Maintain AmyTree, ClickUp, and other transaction systems.
• Ensure every active transaction has an accurate and current checklist.
• Complete assigned tasks by their deadlines.
• Maintain accurate notes and status updates.
• Identify overdue or missing items proactively.
• Help improve workflows and SOPs.
• Document processes so another trained team member could step into the position if necessary.

AI & Technology
Lead Group is actively building AI into its operations.
You will be expected to:

• Use approved AI tools as part of your daily workflow.
• Use AI to assist with contract summaries, deadline verification, communication drafts, checklists, and quality control where appropriate.
• Verify AI-generated information rather than blindly relying on it.
• Help identify repetitive processes that could be automated.
• Participate in building and improving AI-supported workflows.
• Learn new technology as the company evolves.

You do not need to arrive as an AI developer. You do need to be someone who says, “There has to be a better way to do this—I’ll figure it out.”
Client & Past-Client Care
Our relationship with a client doesn’t end at closing.
You will:

• Complete scheduled past-client calls, texts, emails, and check-ins.
• Maintain accurate client information in our CRM.
• Execute client appreciation and follow-up campaigns.
• Identify opportunities for agents to personally reconnect with clients.
• Help ensure every client continues to feel connected to Lead Group after the transaction.

Past-client nurture is a measurable responsibility of this position—not an “if there’s time” project.
Office Operations
This is an in-office operations position.
You will help keep the physical office functioning at a high level, including:

• Keys and lockboxes.
• Printing and preparation of requested materials.
• Meeting and training preparation.
• Maintaining an organized, professional office.
• Basic office supplies and operational needs.
• Assisting agents with reasonable operational needs.
• Identifying things that need attention without waiting to be asked repeatedly.

No task is “beneath” the position when it contributes to serving our agents, clients, and company.
Who We’re Looking For
You’ll likely thrive here if you:

• Are extremely organized.
• Love checklists, systems, and completed tasks.
• Notice details other people miss.
• Take ownership without needing constant reminders.
• Follow through.
• Communicate problems early.
• Bring solutions—not just problems.
• Are comfortable holding others accountable for documents and deadlines.
• Learn technology quickly.
• Enjoy using AI and automation.
• Can manage competing priorities without becoming disorganized.
• Have strong written and verbal communication skills.
• Are dependable and punctual.
• Enjoy supporting other people.
• Want responsibility and accountability.

Real estate transaction experience is strongly preferred.
Knowledge of Texas real estate transactions and compliance is highly preferred.
This Position Probably Isn’t For You If…

• You want a work-from-home position.
• You need a highly flexible daily schedule.
• You regularly struggle with punctuality.
• You dislike checklists or structured systems.
• You keep important information in your head instead of documenting it.
• You need repeated reminders to complete tasks.
• You avoid uncomfortable follow-up.
• You aren’t interested in learning AI or new technology.
• You consider office-support responsibilities beneath your position.
• You prefer waiting for instructions rather than identifying what needs to happen next.

How Success Will Be Measured
Success isn’t based on appearing busy.
It’s based on outcomes:
Transactions are organized.
Deadlines aren’t missed.
Compliance is complete.
Tasks are current.
Clients receive communication.
Past clients are nurtured.
The office functions smoothly.
Problems are identified early.
Systems improve over time.
We want someone our agents can trust when they say:
“It’s under contract—they’ve got it.”

Pay: $40,000.00 - $45,000.00 per year

Benefits:

• Paid time off
• Parental leave

Work Location: In person

Salary : $40,000 - $45,000