Operation Manager

THE ROLE This is not a passive inbox-monitoring role. This is a high-responsibility, fully remote position that sits at the operational core of a luxury real estate business. You will be the engine behind our listings, our client experience, our marketing output, and our content pipeline. You own the backend so our agents can own the front. KEY RESPONSIBILITIES 1. Transaction Coordination Managing all paperwork from accepted offer through to closing Preparing, organizing, and submitting deal documents via DocuSign Tracking conditional deadlines, critical dates, and closing timelines Coordinating digitally with lawyers, mortgage brokers, and home inspectors Following up on deposits and trust fund documentation Maintaining organized deal folders in Google Drive / Dropbox 2. CMA Preparation & Digital Delivery Pulling comparable sales data on TRREB MLS for all new seller leads Building full Comparative Market Analysis (CMA) reports — digital format Designing polished CMA presentation packages (Canva or equivalent) Sending digital CMA packages to prospective sellers via email and follow-up sequences Logging all CMA activity, send dates, and seller responses into the CRM 3. CRM Management & Lead Administration Maintaining and organizing leads inside Follow Up Boss or equivalent CRM Tagging, segmenting, and updating lead records after all touchpoints Setting up drip campaigns, follow-up sequences, and task reminders Sending weekly lead status summaries to the Team Leader Booking appointments and managing the team's showing calendar 4. Listing Management (Remote) Inputting and managing listings on TRREB MLS from remote systems Coordinating all listing vendors digitally: photographers, stagers, floor plan providers Writing and proofreading MLS listing descriptions Setting up and managing showing instructions and lockbox records Collecting showing feedback and preparing weekly written seller reports 5. Social Media & Marketing Coordination Coordinating with the team's graphic designer and social media VA on content delivery Scheduling approved content across Instagram, Facebook , and LinkedIn Creating and managing a weekly content calendar Building listing launch packages: just listed, open house, just sold content Managing email newsletters and campaign delivery via Mailchimp or equivalent Updating the team website with new listings and sold properties 6. SOP Development & Documentation Building and maintaining Standard Operating Procedures (SOPs) for all key team workflows Documenting buyer process SOPs, seller process SOPs, and internal Kaizen operations SOPs Identifying process inefficiencies and recommending workflow improvements Updating all SOPs quarterly or after any process change 7. Events, Calendar & Deadline Management Managing the Team Leader's calendar, appointments, and scheduling Tracking all key deadlines across active listings, deals, and marketing campaigns Coordinating logistics for virtual and in-person team events Preparing weekly task and deadline summaries for the team 8. Daily Operations Online from 9:00 AM — beginning each day with an organized review of all active tasks, open deals, incoming leads, and pending deadlines Responding to all internal communications within a defined SLA window Providing a daily end-of-day summary to the Team Leader Proactively flagging any bottlenecks, missed deadlines, or at-risk files WHAT THIS ROLE DOES NOT INCLUDE To be clear about scope — this is a fully virtual role. The following are not part of your responsibilities: In-person property showings or client meetings Physical CMA or document delivery Hosting open houses Any RECO-regulated activity requiring a real estate license A real estate license is not required for this position. This is a systems and operations role. HOW TO APPLY We do not hire slow. Here is what we need from you: Step What to Submit Step 1 — Resume Send your resume to ---------- with subject