Real Estate Operations & Transactions Manager Assistant

Full Job Description

We are a U.S.-based real estate company seeking an experienced Assistant Operations Manager to manage backend operations, agent onboarding and offboarding, listing management, MLS input, Dotloop transaction paperwork, and overall operational accuracy and compliance.This is a non-entry-level role. The ideal candidate has prior real estate operations or administrative experience and thrives in structured environments where accuracy, consistency, and well-documented systems matter.This role supports leadership by ensuring that agents, listings, transactions, and internal systems operate exactly as they should. Precision, follow-through, and attention to detail are essential.

Important Application Instructions (Read Carefully)To be considered, applicants must complete all steps below exactly as written:

Submit your resume as a PDF.

In your application message, use the subject line:

Assistant Operations Manager – Application

In the first sentence of your message, state the total number of years you have worked in real estate operations.

Attach or link one example of an SOP, checklist, or workflow you have personally created or maintained.

End your message with the following sentence exactly as written:

“I confirm that I followed each instruction exactly as written.”

Applications that do not follow every step will not be considered.

Job Responsibilities

Manage agent onboarding and offboarding, including paperwork, compliance, and system access

Manage listing setup, MLS input, edits, and status changes

Prepare, organize, and maintain Dotloop transaction files, including contracts and required disclosures

Ensure all listings and transaction documents are complete, accurate, and compliant

Maintain accurate data across MLS, CRM systems, and Google Workspace

Organize contracts, forms, documents, and digital filing systems

Build, update, and maintain SOPs, workflows, checklists, and templates

Support transaction coordination by tracking deadlines and required documentation

Manage calendars, scheduling, reminders, and follow-up tasks

Audit listings, transactions, and systems for consistency and compliance

Identify operational gaps and correct issues proactively

Enforce processes, standards, and timelines calmly and consistently

Job Requirements

Prior experience in real estate operations, administration, or transaction coordination (required)

MLS experience, including listing input, edits, status changes, and data verification

Dotloop experience managing contracts, disclosures, and transaction files

Strong proficiency in Google Workspace (Docs, Sheets, Drive, Calendar)

CRM experience (Sierra Interactive, Follow Up Boss, or similar)

Experience creating or maintaining SOPs, workflows, or operational systems

Excellent written English with strong attention to detail and formatting

Highly organized, structured, and process-driven work style

Ability to follow instructions exactly as written

Comfortable enforcing procedures, deadlines, and compliance

Ability to work U.S. Eastern Time hours

High attention to detail as a natural personality trait

Skills Required

• Admin Support - Expert
• Email Management - Intermediate
• Administration - Expert
• Business Administration - Intermediate
• ADHD Strategies - Expert

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