Real Estate Operations Manager
Golden Gate Sotheby's International Realty, Mill Valley, CA, United States
We are seeking a motivated, self-starting Real Estate Operations Manager/Executive Assistant with experience in sales and or administration to support a prominent real estate team in Marin County. A valid California Real Estate License is preferred but not required.
This role requires a highly resourceful, professional, and emotionally intelligent individual who can effectively support both team members and high-net-worth clients. The ideal candidate thrives in a fast-paced environment, manages confidential information with discretion, delivers exceptional client service, and demonstrates composure and sound judgment while managing competing priorities in high-pressure situations.
This individual will play a key role in managing the full listing lifecycle, ensuring each property is executed with precision, efficiency, and a high level of care consistent with a luxury real estate experience.
Key Responsibilities
Listing & Transaction Management Oversee and support the full listing lifecycle from valuation through closing Coordinate all aspects of property preparation, including staging, photography, inspections, repairs, and improvements Manage disclosures and documentation, including coordination with the transaction coordinator and use of platforms such as Disclosures.io and DocuSign Maintain timelines, ensure accuracy of all listing materials, and follow structured processes and checklists Marketing & MLS Management Assist in developing and executing marketing plans for each listing Prepare and distribute marketing materials, including digital campaigns, flyers, brochures, and bulk mailings Enter, update, and maintain accurate listings across MLS and platforms, including price changes, status updates, and expired listings Troubleshoot MLS issues, including data accuracy and client information, and communicate updates to the marketing team Post listings on Top Agent Network and maintain website accuracy, including backend updates Client Experience & Communication Provide a high-touch, concierge-level experience for clients throughout the process Manage high-volume communication with clients, vendors, agents, and partners Review and summarize inspection reports, coordinate closing logistics, and support client follow-up Coordinate vendors, inspectors, contractors, and local authorities, and ensure all parties are aligned with timelines Schedule and support showings, open houses, broker opens, and team events, including Prepare schedules and fee reports in Google Sheets and PDF format Operations, CRM & Reporting Maintain CRM systems with accurate client, lead, and transaction data and track interactions and deal progress Update ActivePipe, Outlook calendars, contacts, and client databases Maintain and update client and property lists, as well as revenue tracking reports in Google Sheets Prepare comparative market analyses and performance reports Track listing-related expenses and support budget awareness Communicate daily priorities, tasks, and action items Qualifications
To be successful in this role, candidates must perform all essential duties effectively while maintaining a high standard of professionalism. Professional demeanor with experience supporting high-end clientele Strong verbal and written communication skills with polished phone and email etiquette Highly organized with acute attention to detail and the ability to manage multiple priorities in a fast-paced environment Proactive, resourceful, and accountable, with the ability to work both independently and collaboratively Reliable and punctual Tech-savvy with strong attention to detail Calm and professional under pressure Required Qualifications Valid California driver’s license and insurance Reliable, presentable vehicle (mileage reimbursement provided) Physical Requirements Ability to sit or stand for extended periods Frequent use of hands for repetitive tasks Ability to lift up to 25 pounds Ability to walk on stairs and uneven surfaces Competitive salary, commensurate with experience Medical, dental, and vision insurance Paid time off, including vacation and sick leave
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Listing & Transaction Management Oversee and support the full listing lifecycle from valuation through closing Coordinate all aspects of property preparation, including staging, photography, inspections, repairs, and improvements Manage disclosures and documentation, including coordination with the transaction coordinator and use of platforms such as Disclosures.io and DocuSign Maintain timelines, ensure accuracy of all listing materials, and follow structured processes and checklists Marketing & MLS Management Assist in developing and executing marketing plans for each listing Prepare and distribute marketing materials, including digital campaigns, flyers, brochures, and bulk mailings Enter, update, and maintain accurate listings across MLS and platforms, including price changes, status updates, and expired listings Troubleshoot MLS issues, including data accuracy and client information, and communicate updates to the marketing team Post listings on Top Agent Network and maintain website accuracy, including backend updates Client Experience & Communication Provide a high-touch, concierge-level experience for clients throughout the process Manage high-volume communication with clients, vendors, agents, and partners Review and summarize inspection reports, coordinate closing logistics, and support client follow-up Coordinate vendors, inspectors, contractors, and local authorities, and ensure all parties are aligned with timelines Schedule and support showings, open houses, broker opens, and team events, including Prepare schedules and fee reports in Google Sheets and PDF format Operations, CRM & Reporting Maintain CRM systems with accurate client, lead, and transaction data and track interactions and deal progress Update ActivePipe, Outlook calendars, contacts, and client databases Maintain and update client and property lists, as well as revenue tracking reports in Google Sheets Prepare comparative market analyses and performance reports Track listing-related expenses and support budget awareness Communicate daily priorities, tasks, and action items Qualifications
To be successful in this role, candidates must perform all essential duties effectively while maintaining a high standard of professionalism. Professional demeanor with experience supporting high-end clientele Strong verbal and written communication skills with polished phone and email etiquette Highly organized with acute attention to detail and the ability to manage multiple priorities in a fast-paced environment Proactive, resourceful, and accountable, with the ability to work both independently and collaboratively Reliable and punctual Tech-savvy with strong attention to detail Calm and professional under pressure Required Qualifications Valid California driver’s license and insurance Reliable, presentable vehicle (mileage reimbursement provided) Physical Requirements Ability to sit or stand for extended periods Frequent use of hands for repetitive tasks Ability to lift up to 25 pounds Ability to walk on stairs and uneven surfaces Competitive salary, commensurate with experience Medical, dental, and vision insurance Paid time off, including vacation and sick leave
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