Operations Coordinator
1 week ago
All-in-One Operations Coordinator (Listings + Transactions + Marketing)
We're hiring an AllinOne Operations Coordinator to be "command central" for listings, contracttoclose, and listing marketing-delivering proactive client communication and airtight broker compliance. This fulltime, onsite Newport Beach role (Mon-Fri, 9-5) manages prelisting prep through purchase agreement, drives escrow from accepted offer to close (timelines, inspections, appraisal, disclosures, signings), coordinates marketing during listing/escrow/after close, and keeps our CRM and files clean. Realestate ops experience and fluency with tools like Follow Up Boss, Open To Close, CTE, MLS input, and esignature are preferred
Responsibilities
• Prepare and deliver complete prelisting packages; gather property data/reports and route listing paperwork for signature.
• Coordinate photography/video (and edits) and schedule vendors (stagers, cleaners, handymen).
• Input/update listings in MLS and marketing systems; manage status updates and remarks on time.
• Send weekly seller activity reports; collect/summarize agent feedback; maintain listing file compliance.
• Open escrow and circulate a timeline/criticaldate tracker to all parties.
• Schedule and monitor inspections & appraisal; confirm access/agent presence; track reports and repairs.
• Prepare, route, and collect disclosures, addenda, and compliance documents with strict version control.
• Orchestrate closing: signings, final walkthrough, recording confirmation, key exchange, and closing packages.
• Execute the listing marketing plan during listing, during escrow, and after close with the Marketing Assistant.
• Coordinate social posts/ads and mailers (geofarm, SOI/PC, targeted) tied to each property; manage justsold assets and postclose touches.
• Maintain CRM/TMS hygiene (e.g., Follow Up Boss, Open To Close, CTE, Trello/Asana/Nekst/Shaker, RealScout) and keep office/broker files compliant.
• Serve as the primary operational point of contact for sellers, coop agents, and vendors; provide clear updates and manage expectations.
• Keep SOPs, checklists, and workflows current so tasks, owners, and timelines trigger correctly.
Qualifications
• A valid Real Estate License is required for this job.
• Realestate operations/admin experience in listing coordination and/or contracttoclose preferred.
• Selfstarter who works independently ~95% of the time; excellent written/verbal communication and multiparty coordination.
• Familiar with CRM/TMS + workflows (FUB, Open To Close, CTE, Trello/Asana/Nekst/Shaker), MLS input, and esignature.
• Professional presence, reliable attendance, and discretion with confidential info. Realestate license recommended (no infield licensed activities).
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