Administrative Operations Manager - Real estate Brokerage

REPORTS To Owner & Broker of Record

The Opportunity

We are a New Jersey, USA based real estate brokerage seeking an experienced Brokerage Operations administrative manager to own the systems, people, workflows, and follow-through that keep a growing real estate brokerage running effectively. You must have experience in a similar role in real estate or other industry.

This is not a traditional administrative-assistant position. It is a hands-on role for an analytical self-starter who can see the big picture, manage daily execution, make independent decisions, and turn ideas into documented, repeatable processes.

PRIMARY MISSION: Continue to build on the operation that runs consistently without requiring the Owner to personally push every task forward—freeing him to focus on agent recruiting, brokerage partnerships, relationships, and top-of-the-funnel growth.

What You Will Own: Operations process and procedures, and execution.

Manage recurring operational deadlines and make sure commitments are assigned, tracked, completed, and measured.

Prepare commission checks and related information through SkySlope and Zone, reviewing files for accuracy before approval.

Support the Executive Administrator while improving compliance, billing, transaction, and agent-support workflows.

Resolve routine operational issues independently and escalate only matters requiring the Owner’s authority or judgment.

Agent Onboarding and Experience:

Own and continuously improve the existing new-agent onboarding process. Clarify responsibilities, eliminate duplicate work, automate reminders, and track each agent through full system activation.
Improve Created checklists, workflows, SOPs, training materials, and completion reporting.
Ensure every agent receives a consistent, professional experience and timely access to company resources.

Events and Office Coordination:

Plan and coordinate trainings, recruiting events, company meetings, appreciation events, and office gatherings.
Manage invitations, promotion, RSVPs, reminders, venues, food, supplies, sponsors, trainers, and vendors.
Maintain event budgets, timelines, checklists, attendance goals, and post-event follow-up.

Marketing and Reputation Management:

Help develop practical marketing ideas and convert successful activities into repeatable campaigns.
Build marketing calendars, approval workflows, templates, measurement standards, and optimization routines.
Own the client-review process so every buyer and seller receives a Google review request and appropriate follow-up.
Track campaign and review results and recommend improvements based on performance data.

Recruiting Support:

Keep recruiting presentations, handouts, comparison sheets, reports, and compensation materials current and ready to use.
Prepare the Owner for agent meetings, broker open houses, networking events, and smaller-brokerage presentations.
Research prospects, maintain the recruiting pipeline, and ensure follow-up and next steps are completed.

Lead Flow, ISA Management, and Agent Accountability:

Manage the Internal Sales Assistant’s expectations, call activity, data quality, appointments, and conversion reporting.
Automate lead distribution, notifications, reminders, nurture, reassignment, and reporting.
Establish agent response-time and follow-up standards and hold agents accountable to them.
Build scorecards for response time, contacts, appointments, pipeline, contracts, closings, and conversion.

Systems, Analysis, and Reporting:

Analyze problems, identify root causes, design practical solutions, and lead implementation.
Present proposed processes to the Owner, including the rationale, workflow, responsibilities, timeline, automation, and measurements. Document approved processes as company SOPs, checklists, process maps, dashboards, and training materials. Build automated owner reporting that separates routine performance data from issues requiring a decision.
Continuously evaluate how the admin team, ISA, agents, vendors, and systems work together.

What You Bring:

College degree and at least five years of operations-management experience.

Experience managing administrative staff, virtual assistants, ISAs, vendors.
Real estate brokerage, real estate team, mortgage, title, property management, or related experience strongly preferred.

Demonstrated analytical thinking, executive judgment, and independent decision-making.

Experience building workflows, SOPs, dashboards, scorecards, and automated reporting.

Strong project-management, event-coordination, process-improvement, and follow-through skills.

Confidence communicating with C-suite executives, brokerage owners, agents, and strategic partners.

Excellent written and verbal English, discretion, organization, and attention to detail.

Experience with systems such as SkySlope, Lofty CRM (formerly chime), Follow up boss, GoHighLevel, ZipForms, DocuSign, Loom, Google Workspace, or similar platforms is preferred.

How You Work

You take ownership of outcomes—not merely assigned tasks.

You anticipate needs and do not wait to be reminded of every next step.

You bring proposed solutions when identifying problems.

You can move confidently between strategy, management, and hands-on execution.

You communicate clearly, directly, and concisely.

You are comfortable respectfully challenging inefficient processes.

You make sure that what the company says it will do actually happens.

What Success Looks Like

The Owner spends substantially less time on routine operations and more time recruiting and developing the business.

Commission preparation, onboarding, events, marketing, client review requests, and recruiting preparation run consistently.

The ISA and agents have clear standards, accountability, and measurable reporting.

CRM, lead-flow, and operational reporting give the Owner an accurate view of the business without manual investigation.

Processes are documented, followed, audited, and improved as the brokerage grows.

OUR STANDARD

If the company agrees to do something, the Brokerage Operations ensures it is assigned, tracked, completed, documented, and measured in a system with SOP's.