Director of Operations

DIRECTOR OF OPERATIONS JOB OPPORTUNITY 

Company: The Ashton Agency

Location: Fort Worth, TX

Position Type: Full-Time In-Office 

WHO WE ARE

The Ashton Agency is a nationally recognized, female-owned and led real estate brokerage specializing in luxury residential, ranch and land, investment, development, and legacy properties across Texas.

Founded in 2020 by CEO and Broker Ashton Theiss, the firm has quickly become one of Texas' fastest-growing real estate companies, earning a place on the 2025 Inc. 5000 list of America's Fastest-Growing Private Companies and national exposure through Prime Video's Ranchland Listings.

With nearly half a billion dollars  in closed sales, The Ashton Agency is powered by a diverse team of professionals whose backgrounds span real estate, finance, marketing, business development, hospitality, construction, ranch operations, and entrepreneurship. This multidisciplinary expertise allows the firm to deliver strategic guidance, innovative marketing, and exceptional results for buyers, sellers, investors, developers, and landowners alike.

The Ashton Agency has become one of North Texas' most recognized real estate brands, earning coverage and accolades from Fort Worth Business Press, The Dallas Morning News, Fort Worth Magazine, 360West, The Scout Guide, and other leading regional and industry publications.

Driven by a culture of excellence, collaboration, and integrity, The Ashton Agency is committed to elevating the client experience while shaping the future of Texas real estate.

POSITION OVERVIEW

The Director of Operations plays a critical leadership role in ensuring the smooth, efficient operation of the brokerage. This individual oversees daily office operations, supports agents, maintains compliance, and coordinates transactions, specifically for the CEO/Broker and COO, from contract to closing.

This role requires a highly organized, proactive, and detail-oriented professional with a meticulous attention to detail. The ideal candidate thrives in a fast-paced environment, communicates effectively, and takes ownership of systems, timelines, and the overall client experience.

KEY RESPONSIBILITIES 

Operations & Team Support

• Oversee and manage day-to-day office operations; this role requires an in-office presence
• Support agent onboarding, training coordination, and ongoing assistance
• Maintain and manage the office calendar, including:
• Trainings, meetings, and events
• Open houses and marketing activities
• Transaction timelines and closing dates
• Provide administrative and operational support to CEO/Broker and COO
• Serve as a resource and point of contact for agents
• Review all agent transaction files for completeness and accuracy
• Ensure compliance with brokerage and regulatory requirements
• File and maintain all agent paperwork according to company guidelines
• Maintain organized digital and paper records for all transactions
• Assist with accounting, billing, and commission documentation
• Manage client and closing gifts
• Maintain sign and lockbox inventory
• Coordinate with marketing on listing status updates and timelines

Listing & Transaction Support (CEO/Broker & COO Transactions Only)

• Coordinate all transactions for the CEO/Broker and COO from executed contract to closing
• Prepare and send executed contract and amendment emails to all parties
• Track and manage all contract deadlines, including:
• Option period and financing contingencies
• Survey and HOA document deadlines
• Closing timelines
• Schedule closings and coordinate logistics with all parties
• Ensure all required documents are received, delivered, and properly filed
• Follow up on outstanding items such as repairs, receipts, surveys, and HOA documents
• Maintain organized transaction files and communication threads
• Coordinate listing setup, including:
• Sending listing agreements for signature
• Uploading documentation and inputting listings into MLS
• Adding showing instructions and updating listing details
• Schedule sign installation and removal
• Coordinate and schedule open houses; update MLS accordingly
• Manage and organize all incoming offers, including multiple offer situations
• Distribute executed contracts and amendments to all parties

Calendar & Deadline Management

• Maintain a centralized office calendar with all key transaction dates, including:
• Executed dates
• Contingency deadlines
• Listing and expiration dates
• Closing dates
• Set and manage reminders for:
• Closing disclosures (CDA)
• Closing gifts
• Sign/lockbox removal

QUALIFICATIONS

• Minimum of 3 years of operations, transaction coordination or similar role 
• Minimum of 2 years with active Texas real estate license
• Bachelor’s degree preferred
• Strong proficiency in Microsoft Office (especially Excel)
• Strong proficiency in Google Workspace (Gmail, Google Calendar, Google Drive, etc.)
• Exceptional organizational and time management skills
• Strong written and verbal communication abilities
• Ability to manage multiple transactions and deadlines simultaneously
• Detail-oriented with a proactive, problem-solving mindset

KEY TRAITS 

• Self-starter with an ownership mentality
• Highly organized and detail-driven
• Strong communicator and team player
• Resourceful and solution-oriented
• Professional, discreet, and trustworthy
• Tech-savvy and adaptable

WHAT WE OFFER

• Competitive compensation
• Flexible, team-oriented work environment
• Opportunity for long-term growth and leadership
• A collaborative, high-performing culture
• The chance to make a meaningful impact in the Fort Worth real estate community