Operations Manager — US Real Estate (5-LLC, multi-entity)

We're a Norfolk, Virginia real estate investment company that operates across 5 LLCs — flipping houses, wholesaling deals, and managing rental portfolios in Virginia and North Carolina. Since 2015 we've closed 200+ transactions and built solid infrastructure: working departments, a strong vendor stack, and AI tooling that handles lead generation, candidate intake, and valuation. What we don't have is the operating layer between ownership and the departments — and that's the seat we're hiring for.

The role exists because the owner-operator has been doing every department-lead role himself and the company has outgrown that. You'll bring structure to a partial playbook without slowing the deal flow. We're a HomeVestors franchise, so franchise touchpoints are part of the operating environment.

WHAT YOU'LL DO

• Run the operating cadence: daily standups with department leads (live or async), weekly ops review, monthly P&L and pipeline review across the multi-entity book of business.
• Own department KPIs: deals contracted per month, pipeline metrics, days-on-market for flips and wholesale assignments, rehab-on-time and on-budget, occupancy and collection rates.
• Coordinate the acquisitions / closer team — pipeline reviews, KPI accountability, build the objection-handling playbook with them.
• Coordinate the bookkeeping function — monthly close on schedule, books-health items moving from "open" to "fixed" each quarter, clean year-end hand-off to the CPA.
• Build SOPs in our project-management workspace where they don't exist today (most departments have partial documentation; some have none).
• Vendor coordination — shadow the owner for ~90 days, then become primary point of contact for our Realtor partner, four property-management companies, and our CPA firm. Lender relationships stay with ownership.
• Help hire the next layer — a Construction Coordinator first, then specialized Dispositions roles as the wholesale side scales.

REPORTING

You'll lead a small operating team — an Acquisitions Closer (currently hiring), an offshore bookkeeper, and a shared operations coordinator — with new direct reports added as we scale. You report to the operating owner with a weekly check-in cadence; the co-owner is consulted quarterly on cross-entity strategy.

WHAT WE OFFER

• Direct access to ownership — fast decisions, no committee, no corporate red tape.
• AI infrastructure that already does real work in lead generation, candidate intake, and valuation. You operate the outputs; you don't write code.
• A project-management workspace already structured across 6 operating areas with ~50 existing tasks: Bookkeeping & Finance, Flips & Rehabs, Rentals, Acquisitions, Closings & Loans, Admin / Ops.
• A 200+ transaction track record, an existing vendor stack, and an owner-operator who is genuinely ready to delegate.
• Compensation: $9–11/hr base + KPI-based bonuses. Full-time hours (40/wk), US Eastern Time business hours.

WHO WE'RE LOOKING FOR

• 5+ years operations management experience, ideally with real estate, property management, multi-entity finance ops, or franchise operations exposure.
• Comfort with QuickBooks Online, a modern project-management tool (ClickUp / Asana / Monday equivalent), Slack-style async communication, and basic spreadsheet modeling.
• Self-directed — nobody is going to remind you to schedule the weekly review or chase late close items.
• Clear communicator who can hold offshore tea ---------- mbers, US-local tea ---------- mbers, and external vendors all in one conversation.
• Honest about what you don't know yet. We don't expect a real-estate veteran on day one — we expect someone who learns fast and doesn't pretend.

WHAT THIS ISN'T

Not a junior or admin-VA seat. Not a code-writing role. Not a remote-team-management consulting gig. If you need a fully built playbook before you can act, this isn't the right fit — the playbook is half-built and you'll write the rest.

APPLICATION — answer all of the following in your reply:

1. Are you available to work US Eastern Time business hours, Monday through Friday?

2. How many years of operations management experience do you have, running multiple departments or direct reports (not admin/EA work)?
• 0–2
• 3–5
• 5–10
• 10+

3. Tell me about a time you walked into a chaotic operations situation — multiple departments unaligned, no operating cadence, the owner doing everything — and you brought structure to it. What did you change first? What KPI did you start measuring? How did you know it was working?

4. Walk me through your first 30 days running operations for a 5-LLC US real estate company where the owner has been doing every department-lead role himself, with no daily standup, no weekly meeting, no monthly P&L review — but a strong vendor stack and a partial bookkeeping function in place. What do you do in week 1? Week 2? Weeks 3–4?

5. How would you structure the monthly close conversation across 5 separate LLC books, when 3 of them have intercompany transfers and 2 don't?

6. Which of these have you used in a real role (check all that apply)?
• QuickBooks Online
• ClickUp / Asana / Monday
• Slack or similar async communication
• Time tracking (Time Doctor / Hubstaff / similar)
• Property management software (Buildium / AppFolio / Rentec)
• Real estate CRM (REI / Podio / DealMachine / similar)
• None of the above