Operations Manager – Real Estate

Director of Operations This person is a self-starter with a positive attitude who enjoys working with people to achieve tremendous results. Team player who loves a good challenge, has a high level of integrity, and works diligently to exceed expectations. A leader who is also willing to follow and implement someone else’s vision while having fun with colleagues and clients. This person is highly organized, detail-oriented and thrives in helping others grow. This position requires you to be in the office in Winchester, MA. No remote applicants, please. Job Description: • Supervises all administrative and marketing processes. • Trains and manages all employees in conjunction with Team Lead. • Establishes and executes plans to ensure the smooth operation of the office and attainment of team goals. • Responsible for creating, tracking, and managing all financial systems. Responsibilities: • Research and development of all systems for transaction coordination, internal communication, client communication, information and tracking management and central database management to optimize employee time, client experience and company dollars • Assists as needed and serves as a consultant in the systems of other departments, including customer service, buyer, seller, lead generation, tracking, and expansion systems • Developing the organizational structure and pay structure of all administrative personnel and maintaining and keeping to the divisional budget. Continually evaluate systems and structure to meet demands and assess scalability • Create and maintain an operations manual that documents all systems and standards • Overseeing bookkeeping, accountants, monthly review of profit and loss statements and researching discrepancies • Lead and supervise all administrative personnel • Organization & Management • Continually improve systems to ensure smooth operations • Create and maintain new employee onboarding systems • Train all new employees on team and market center procedures • Supervise Closing Manager, Inside Sales Agents and Virtual Assistant; work with Team Lead to hold agents accountable • Track and review team goals weekly • Attend trainings as needed • Lead book club meetings • Schedule team travel and training • Schedule and coordinate vendor visits for team • Manage website domains and ensure they are being forwarded properly • Customer/Agent Relationship Building • Build relationships with the clients • Acts as gatekeeper for Team Lead • Organize client events • Provide training and support to all team members • Conduct weekly coaching meetings with employees – Closing Manager, ISAs, and VA. • Lead Monthly Operations Meeting • Purchase and mail referral gifts • Order all office supplies/Business cards • Supervise marketing events to generate business • Order signs and lock boxes Lead Capture • Prospect for new clients • Route buyer and seller appts to appropriate agents • Manage CRM, autodialer, and directory service. Evaluate ROI every quarter. Track lead sources and lead generation success • Protect Team Lead’s lead generation time • Write thank you cards and call any referring agents within 48 hours of receiving the lead Contract to Close • Supervise lead to close process and hold team accountable • Manage all databases associated with client experience • Track all commissions and cap payments • Order client gifts and materials • Send and/or coordinate client and agent referral gifts Qualifications: • Team Player who will help roll up their sleeves and help others • Working knowledge of the MASS real estate process and contracts • Benefit to have your real estate license or willing to get one • Knowledge of the real estate process and procedures here in MA + • MUST BE IN THE OFFICE • Knowledge of Keller Williams Command + • Knowledge of CRM, Follow Up Boss and SISU About Company: We are a nationally recognized real estate group in the Greater Boston area and ranked as the #1 Keller Williams team in Massachusetts in 2022 & 2023 with over a billion dollars in residential real estate sales over the past 20 years. As a growing team, we are focused on maintaining our standards through a very selective hiring process. You will work with highly motivated and supportive coworkers who want to see you meet your goals. We are a growth-oriented organization and provide ongoing training, tools, and systems to improve communication, sales, and other skills to help you thrive in your career. You will join a highly professional, yet welcoming group that enjoys monthly team outings and hosts a variety of customer appreciation events to celebrate our hard work and well-earned client relationships.