Real Estate Operations Manager

About the Role

We’re hiring a Real Estate Operations Manager to support a high-performing, boutique residential real estate team in the Bay Area. You’ll work closely with 3–5 active agents, handling all administrative and operational tasks that help them list and sell homes, work with buyers, and manage marketing campaigns.

You’ll be the team’s go-to person for coordination, organization, and keeping things moving smoothly—from prepping listings to communicating with clients to managing marketing materials. This is a hands-on role where no two days are the same. You’ll work in the office regularly and often out in the field at listings, so a car and valid driver’s license are required.

This position is ideal for someone who is organized, proactive, and thrives on structure while juggling multiple moving parts.

Responsibilities

Listing & Vendor Coordination

• Schedule and manage painters, stagers, cleaners, flooring installers, photographers, and other vendors who help prepare properties for sale.

• Coordinate prep timelines, bids, inspections, and lockbox/sign installs — and clearly communicate progress to the team and clients so everyone stays aligned.

• Oversee staging, marketing materials, and listing logistics to ensure each property launches on time and looks its best.

• Manage and delegate tasks to virtual assistants in the Philippines who help with marketing and admin support.

• Track all invoices and listing-related expenses — we front funds for our listings, so accurate documentation is key for reimbursement through escrow.

• Understanding of real estate contracts and forms (CAR, SFAR, PRDS) is a plus.

Client Communication

• Serve as a professional and friendly point of contact for sellers and buyers.

• Send regular email updates to agents and clients explaining what’s happening next and where we are in the process.

• Provide updates, answer questions, and ensure clients feel informed and supported every step of the way.

• Assist agents with scheduling, document organization, and follow-ups.

Operations & Admin

• Manage calendars for showings, inspections, walkthroughs, and appointments.

• Maintain office systems, checklists, and organizational tools to keep operations running efficiently.

• Support open house prep, signage, and marketing coordination.

• Handle day-to-day administrative tasks and assist the team as needed.

Bookkeeping Support

• Collect and organize receipts, invoices, and expenses.

• Provide accurate documentation to the bookkeeper for payments and reimbursements.

• Track listing expenses, team operating costs, and support expense reporting.

Marketing & Outreach

• Order, coordinate, and manage marketing materials — postcards, brochures, flyers, and listing signage.

• Oversee print and digital marketing logistics, including farming pieces, mailers, and client touchpoints.

• Assist with social media posts, event preparation, and follow-up campaigns.

• Ensure all marketing stays on-brand and professional.

Qualifications

• Experience in real estate, property management, bookkeeping, or operations preferred.

• Strong communication, writing, and follow-through skills.

• Highly organized, detail-oriented, and able to manage multiple deadlines.

• Tech-savvy (Google Workspace, QuickBooks, Canva, Slack, Asana, CRMs, etc.).

• Positive, dependable, and solution-oriented.

• Must have a valid driver’s license and reliable car.

Ideal Characteristics

• Calm under pressure and adaptable to changing priorities.

• Self-starter and natural problem solver.

• Service-minded and people-focused.

• Team-oriented but capable of working independently.

• Loves structure, checklists, and creating systems that improve efficiency.

Position Details

• Full-time, in-person position based in San Mateo.

• Must be available for regular office hours and local fieldwork.

• Compensation based on experience, with potential for performance bonuses.

Join a collaborative, family-run real estate team where your work directly supports agents and clients across the Bay Area — helping every transaction run smoothly from start to finish.