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Real Estate Office Operations Manager
2 weeks ago
This role is for an experienced and enthusiastic Operations Manager fluent in real estate support.We are a high-performing real estate team based in Langley, and we’re looking for a full-time, in-person Executive Assistant /Operations Manager to help lead and elevate our internal operations. This is a key strategic role that supports a dynamic team by overseeing all administrative, transaction, marketing, client care, and operational functions.We’re searching for a proactive, detail-oriented Executive Assistant who can take charge of managing and optimizing our day-to-day operations. In this leadership-focused position, you will guide and support all areas of the business - From administration and marketing to client care and general operations - ensuring our realtors can stay focused on sales and relationship building.You will directly oversee a full-time administrator, a part-time administrator, and staging/marketing support. You’ll also serve as the central point for systems management, team accountability, and overall operational continuity.Bonus items that motivate and set us apart:Confidential hiring processCompetitive wagesPaid vacationMonday to Friday, 9 am-5 pm (with occasional evening and weekend work as needed)Compensation:$60,000 - $65,000+ yearly DOEResponsibilities:Team & Operations LeadershipLead, supervise, and support all administrative team members.Maintain a clear structure of responsibility and workflows across all departments.Ensure team systems (Trello boards, Pipedrive, calendars) are being used properly and consistently.Hold weekly team meetings and one-on-ones with admin staff to manage progress and address any roadblocks.Track task and project completion and realign priorities as needed.Systems & Workflow ManagementOwn and refine internal systems (checklists, Trello, Google Drive, Pipedrive CRM).Identify inefficiencies and implement improvements across listing processes, client communications, and administrative workflows.Ensure critical tasks like database updates, listing launches, gift preparation, and event planning stay on track and on time.Serve as the liaison between agents and support staff, making sure everything flows smoothly.Support the agents in all stages of the real estate transaction process to ensure smooth execution from contract to close.Marketing & Client Experience OversightOversee execution of all marketing and client care tasks (social media, business coaching, pop-bys, closing gifts, birthdays, staging materials, etc).Approve and review materials prepared by team members before public release.Maintain consistency of team branding and professionalism across platforms.Ensure a high standard of client touchpoints and aftercare.Calendar, File & Deal TrackingMaintain a master calendar for key team activities, file deadlines, pop-by schedules, birthdays, events, and agent follow-ups.Track pending and active deals, ensuring each file is progressing according to checklist timelines.Assign call lists and ensure team accountability for staying in touch with their clients at appropriate intervals.Event & Project SupervisionOversee planning and execution of client appreciation events and seasonal campaigns.Delegate tasks related to venue booking, invitations, materials prep, and budget tracking.Provide oversight and guidance for team-hosted events, including holiday gifting, pop-by delivery, and promotional campaigns.Team Culture & CommunicationAct as the go-to person for keeping the team organized, positive, and on mission.Proactively communicate updates, reminders, and shifts in team priorities.Help onboard new staff or agents by facilitating training on systems and expectations.Qualifications:Minimum 3 years of experience in real estate operations or team management.Valid BC driver's license and reliable vehicle.Strong leadership and supervisory skills.Highly proficient with Pipedrive CRM, Trello/Asana, and Google Workspace.Excellent organization, delegation, and follow-up habits.Experience managing multiple team members and projects simultaneously.Able to take initiative and anticipate needs before they arise.Strong communicator who thrives in a fast-paced, collaborative environment.Enjoy being in a dynamic job where no task is above or below you.A constant drive to improve the experience of clients and our internal processes: "How can I make things better?".About CompanyCoCalibrate is an innovative solutions provider dedicated to matching top Executive Assistants with top-producing Professionals.
