Whetstone Creative Agency

Operations Manager (Client & Project Coordination)

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: TYPE OF WORK

Full Time

: SALARY

$780.00 - $1,075.00 per month (?50,000 -

: HOURS PER WEEK

40

: DATE UPDATED

Mar 27, 2026

JOB OVERVIEW

Whetstone Creative Agency is a real estate media and marketing company based in Southern Oregon.

We help real estate agents win more listings, market homes at a higher level, and build a brand that stands out. Our work includes photography, video, drone, and social media content, along with larger video production and commercial projects.

We move fast, hold a high standard, and care about doing things right.

The Role

We’re looking for someone to keep our projects organized, scheduled, and moving forward.

This role is simple to understand, but hard to do well.

You are responsible for making sure nothing falls through the cracks, from scheduling to delivery. You’ll manage client communication, coordinate the team, and ensure every project runs smoothly across multiple moving pieces.

You are not managing people.
You are managing clarity, timelines, and execution.

What You’ll Do

Scheduling is a core part of this role. You will schedule real estate photo and video shoots accurately, coordinate availability across photographers, videographers, and clients, and manage reschedules, cancellations, and changes. You’ll ensure all shoot details are complete and correct before the project begins, and balance speed with accuracy when booking.

You will communicate with clients by sending confirmations, reminders, and updates, setting clear expectations for timelines and deliverables, and responding to messages in a timely and professional manner. You will also handle change requests and communicate updates clearly.

You will track all projects from order to delivery. This includes both high-volume real estate shoots and larger video production and commercial projects. You’ll keep projects moving without delays or confusion and ensure deadlines are clear and met.

You will keep the team aligned by communicating assignments and expectations, making sure everyone knows what’s happening and when, sending reminders when needed, and flagging issues early so they can be solved.

Tools You’ll Use

You’ll work inside Spiro for CRM, scheduling, and delivery, Notion for project tracking and organization, Google Workspace for email, calendar, and documents, and ChatGPT to support communication and workflow efficiency.

What We’re Looking For

You are extremely detail-oriented, a strong communicator who is clear, fast, and professional, and highly organized and proactive. You’re comfortable managing a high volume of moving pieces and able to balance speed with accuracy. You take ownership and follow through.

What Success Looks Like

Shoots are scheduled quickly and correctly. Projects move from order to delivery without friction. Clients do not need to follow up for updates. The team always knows what’s happening. Nothing gets missed.

To Apply

Please apply and answer the following three questions in this exact order. If you do not follow these instructions, you will not be considered for this role. This is a detail-oriented role, and this step matters. (Keep answers to 1 paragraph.

1. Tell us about your experience that would make you a great fit for this role?
2. How are you setup to handle issues like storms, power outages, and natural disasters that can effect your work?
3. You get one free round-trip flight anywhere in the world. Where are you going and why?

SKILL REQUIREMENT

Project Management Attention to Detail Scheduling

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Whetstone Creative Agency

Operations Manager (Client & Project Coordination)

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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