Operations Manager & Executive Support

Location: Fully Remote
Type: Full-Time (40+ hours per week; availability aligned with business needs)
Base Salary: $900 – $1,500 USD per month (based on experience)
Benefits: Paid Time Off and Performance-Based Bonuses
Start Date: ASAP

This is a senior execution and ownership role, not a traditional administrative position.

Role Overview:
We are hiring an Operations Manager & Executive Support to act as the CEO’s right hand and own execution across the business. You will be given high-level objectives, limited direction, and imperfect information, and you will be expected to figure out how to execute.

In brief, your responsibility is to:

-Run day-to-day operations
-Manage people and accountability
-Build systems and SOPs
-Own projects end-to-end
-Eliminate operational noise from the CEO’s plate

This role exists to free the CEO to focus on growth, capital, and strategic initiatives.
If you require step-by-step instructions, constant feedback, or prefer narrowly defined tasks, this role will not be a fit.
As the company grows, we’ll hire and manage specialists while maintaining ownership of execution.

Responsibilities
As the Operations Manager & Executive Support, you are accountable for ensuring the business runs smoothly day-to-day so the CEO can focus on growth, capital, and strategic initiatives.
This role owns execution, people, systems, transactions, and follow-through.

1. Executive Leverage & Priority Management
-Act as the CEO’s primary right hand for execution and follow-through
-Translate high-level direction into clear action plans without requiring constant clarification
-Own task intake, prioritization, and follow-up across the business
-Proactively identify what should not require CEO involvement and take ownership
-Anticipate deadlines, risks, and bottlenecks before they become urgent
-Escalate only when decisions or approvals are truly required

Outcome: The CEO is not managing day-to-day operations or chasing updates.

2. Staff Management & Accountability
-Manage all virtual staff on a day-to-day basis
-Track productivity, hours, and activity using Hubstaff
-Enforce schedules, expectations, and performance standards
-Address underperformance early and recommend corrective action
-Serve as the first line of escalation for staff issues
-Ensure tea ---------- mbers follow SOPs and workflows consistently
-Maintain role clarity and accountability across the team

Outcome: The team operates effectively without direct CEO oversight.

3. Hiring, Vetting & Onboarding Execution
-Source and vet candidates for open roles using approved platforms
-Screen resumes and conduct initial interviews to assess fit and capability
-Filter out misaligned or low-quality candidates early
-Coordinate and schedule skillset and culture interviews
-Maintain organized hiring pipelines and interview documentation
-Support onboarding and ramp-up of new hires

Outcome: Leadership only spends time with pre-vetted, high-quality candidates.

4. SOP Creation & Process Ownership (Notion)
-Build, document, and maintain all SOPs inside Notion (company system of record)
-Create SOPs from Loom videos, voice notes, or informal instructions
-Identify missing processes and proactively document them
-Maintain a clean, organized, and scalable Notion workspace
-Ensure SOPs are actively followed by the team
-Update workflows and documentation as the business evolves

Outcome: Operations are systemized, repeatable, and scalable through Notion.

5. End-to-End Project Ownership
-Own internal projects from start to finish with minimal supervision
-Define scope, timelines, and deliverables
-Assign tasks to internal staff or contractors
-Track progress, remove blockers, and ensure completion
-Deliver outcomes without requiring CEO micromanagement

Outcome: Projects move forward and finish without stalling.

6. Transaction Coordination & Early Disposition Support
-Coordinate real estate transactions from contract to close
-Prepare and send purchase and assignment agreements via DocuSign
-Distribute executed contracts to buyers, sellers, agents, and title companies
-Open title, track escrow milestones, and ensure deadlines are met
-Maintain transaction status tracking and reporting
-Support early disposition efforts, including:
-Pre-marketing deals
-Preparing deal packages and materials
-Coordinating buyer outreach and follow-ups
-Ensure no transaction stalls due to administrative or coordination gaps

Outcome: Transactions move smoothly, timelines are protected, and early dispo support accelerates deal flow.

7. Office Administration & Systems Hygiene
-Oversee all general office administration functions
-Maintain calendars, task systems, CRM, and internal tools
-Ensure CRM cleanliness and data accuracy
-Maintain organized digital file systems and naming conventions
-Ensure consistency across tools and platforms

Outcome: Systems remain clean, reliable, and easy to scale.

8. Vendor & Contractor Coordination
-Source, onboard, and manage contractors or freelancers as needed
-Define scopes of work and expectations
-Track deliverables and timelines
-Ensure quality standards are met
-Minimize CEO involvement with vendors

Outcome: External work streams run smoothly without leadership friction.

9. Reporting & Operational Visibility
-Compile and deliver operational, staffing, and transaction reports
-Surface risks, blockers, and priorities clearly
-Provide leadership with visibility without unnecessary noise
-Ensure leadership always knows what’s happening without chasing information

Outcome: Clear visibility without operational distraction.

10. Scale & Future Growth Support
-Identify when responsibilities should be hired out to specialists
-Assist in defining new roles as the company grows
-Help transition tasks to new hires without disruption
-Maintain operational efficiency as volume increases

Outcome: The business scales without chaos.

This role evolves with the company, offering opportunities to take on more as you prove your value.

Qualifications:
MUST HAVE (Non-Negotiable):

-Candidates must meet all of the following criteria to be considered:
-Proven experience in an operations, executive support, or operations management role (not entry-level admin or VA work)
-Demonstrated ability to own work end-to-end with minimal direction
-Experience supporting a founder, CEO, or executive in a fast-paced environment
-Experience managing remote teams and enforcing accountability
-Hands-on experience using Hubstaff or similar time and productivity tracking tools
-Proven experience hiring, vetting, and onboarding tea ---------- mbers
-Strong ability to create, document, and enforce SOPs
-Proficiency in Notion as a system for SOPs, workflows, documentation, and internal knowledge management
-Strong organizational and prioritization skills with the ability to manage multiple workflows simultaneously
-Excellent written and verbal communication skills
-High level of discretion, ownership, and professionalism
-Comfortable operating in an environment with imperfect information and changing priorities

If you need step-by-step instructions to execute, this role will not be a fit.

PREFERRED (Strong Plus, Not Required)
These qualifications are highly desirable and will move candidates to the top of the list:

-Experience in real estate operations, transaction coordination, or property acquisitions
-Prior experience handling transaction coordination from contract to close
-Familiarity with early disposition support, deal packaging, or buyer coordination
-Experience working in startups or small, fast-growing companies
-Experience building or managing Notion workspaces at scale
-Strong analytical skills with proficiency in Google Sheets or Excel
-Experience working with CRMs (real estate CRMs a plus)
-Experience coordinating vendors, freelancers, or contractors
-Background as a Chief of Staff, Operations Manager, or senior Executive Assistant who has already outgrown traditional admin roles

What We Value Most:
-Ownership over activity
-Execution over excuses
-Clarity over chaos
-Accountability over comfort
-We value results, judgment, and follow-through far more than formal education or titles.

Compensation & Perks

This is a senior, ownership-driven role with compensation structured to reward execution, accountability, and long-term impact.

-Base Salary: $900 – $1,500 USD per month (Final offer based on experience, proven ownership, and interview performance)
-Performance-Based Upside:
-Transaction coordination bonuses per closed deal
-Performance bonuses tied to operational execution, team management, and systemization
-Eligibility for raises based on impact, not tenure

High performers will see meaningful compensation growth as responsibility and scope expand.

Work Structure & Benefits

-Fully remote role (Philippines-based candidates only)
-Full-time position (40+ hours per week)
-Long-term role with stability and growth opportunity
-Paid Philippine holidays or equivalent time off
-Clear performance expectations and autonomy
-Direct exposure to ownership, operations, and strategic decision-making

Growth Opportunity

This role is designed to grow with the company. As volume increases, you will:
-Hire and manage specialists under you
-Transition from executor to operator
-Take on expanded leadership responsibility
-Increase compensation alongside scope and impact

This is a career-building role, not a short-term VA position.


About WinDoor Properties

WinDoor Properties is a dynamic real estate acquisitions company operating virtually across the nation. We're on a mission to create millionaires through real estate, starting with our own team! If you're a people person – young, hungry, money-driven, and eager to dive into the world of real estate and sales – this is your opportunity to join an exciting, youthful company that's just getting started.

We specialize in Single Family Residential (SFR) acquisitions and are building a robust affordable housing portfolio. As a small startup, we offer **TONS of growth potential** for proven performers. We blend the speed and scrappiness of a startup with the discipline and firepower of an institutional investment firm. Our core value? Empowering individuals to build wealth through real estate – and it all begins with our team!

If you're ready to thrive in a high-energy environment where your contributions directly fuel success (and your bank account), keep reading.


How to Apply

Ready to seize this opportunity? Submit your application through the email provided Include your resume, a brief introduction video explaining why you're the perfect fit, any relevant experience and include as email subject: "I am ready! - Ops Manager - (your name)" .

We're hiring ASAP, so apply today!

WinDoor Properties is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all tea ---------- mbers.