Operation Manager

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TYPE OF WORK

Full Time

SALARY

$6 - $10 per hour

HOURS PER WEEK

40

DATE UPDATED

Jul 20, 2026

JOB OVERVIEW

THE ROLE
This is not a passive inbox-monitoring role. This is a high-responsibility, fully remote position that sits at the operational core of a luxury real estate business. You will be the engine behind our listings, our client experience, our marketing output, and our content pipeline.

You own the backend so our agents can own the front.


KEY RESPONSIBILITIES
1. Transaction Coordination
Managing all paperwork from accepted offer through to closing
Preparing, organizing, and submitting deal documents via DocuSign
Tracking conditional deadlines, critical dates, and closing timelines
Coordinating digitally with lawyers, mortgage brokers, and home inspectors
Following up on deposits and trust fund documentation
Maintaining organized deal folders in Google Drive / Dropbox

2. CMA Preparation & Digital Delivery
Pulling comparable sales data on TRREB MLS for all new seller leads
Building full Comparative Market Analysis (CMA) reports — digital format
Designing polished CMA presentation packages (Canva or equivalent)
Sending digital CMA packages to prospective sellers via email and follow-up sequences
Logging all CMA activity, send dates, and seller responses into the CRM

3. CRM Management & Lead Administration
Maintaining and organizing leads inside Follow Up Boss or equivalent CRM
Tagging, segmenting, and updating lead records after all touchpoints
Setting up drip campaigns, follow-up sequences, and task reminders
Sending weekly lead status summaries to the Team Leader
Booking appointments and managing the team's showing calendar

4. Listing Management (Remote)
Inputting and managing listings on TRREB MLS from remote systems
Coordinating all listing vendors digitally: photographers, stagers, floor plan providers
Writing and proofreading MLS listing descriptions
Setting up and managing showing instructions and lockbox records
Collecting showing feedback and preparing weekly written seller reports

5. Social Media & Marketing Coordination
Coordinating with the team's graphic designer and social media VA on content delivery
Scheduling approved content across Instagram, Facebook, and LinkedIn
Creating and managing a weekly content calendar
Building listing launch packages: just listed, open house, just sold content
Managing email newsletters and campaign delivery via Mailchimp or equivalent
Updating the team website with new listings and sold properties

6. SOP Development & Documentation
Building and maintaining Standard Operating Procedures (SOPs) for all key team workflows
Documenting buyer process SOPs, seller process SOPs, and internal Kaizen operations SOPs
Identifying process inefficiencies and recommending workflow improvements
Updating all SOPs quarterly or after any process change

7. Events, Calendar & Deadline Management
Managing the Team Leader's calendar, appointments, and scheduling
Tracking all key deadlines across active listings, deals, and marketing campaigns
Coordinating logistics for virtual and in-person team events
Preparing weekly task and deadline summaries for the team

8. Daily Operations
Online from 9:00 AM — beginning each day with an organized review of all active tasks, open deals, incoming leads, and pending deadlines
Responding to all internal communications within a defined SLA window
Providing a daily end-of-day summary to the Team Leader
Proactively flagging any bottlenecks, missed deadlines, or at-risk files


WHAT THIS ROLE DOES NOT INCLUDE
To be clear about scope — this is a fully virtual role. The following are not part of your responsibilities:
In-person property showings or client meetings
Physical CMA or document delivery
Hosting open houses
Any RECO-regulated activity requiring a real estate license
A real estate license is not required for this position. This is a systems and operations role.

HOW TO APPLY
We do not hire slow. Here is what we need from you:

Step
What to Submit
Step 1 — Resume
Send your resume to ---------- with subject line: "VA Application — [Your Name]"
Step 2 — Loom Video
Record a 2–3 minute Loom video introducing yourself. Tell us: your experience, your tools, and why you're the right fit for a fast-moving real estate team.
Step 3 — Mini Task
Complete one task we will send you after reviewing your application. This tests real-world skills, not interview performance.
Step 4 — Interview
A 30-minute video call with the Team Leader to discuss fit, expectations, and compensation.


Applications without a Loom video will not be reviewed.


WHAT YOU BRING

Must-Have
Nice to Have
2+ years as a VA or real estate admin
Experience in Canadian real estate market
Proficiency: Canva, Google Suite, Dropbox
Familiarity with TRREB MLS
CRM experience (Follow Up Boss preferred)
DocuSign / digital transaction tools
Strong written English — zero typos
Social media scheduling tools
Ability to work EST business hours
Basic video editing (CapCut / Reels)
Extremely organized, deadline-driven
Experience in luxury brand environment
Proactive communicator — no hand-holding
Familiarity with Mailchimp or similar

SKILL REQUIREMENT
Attention to Detail Conflict resolution
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