VIP Onboarding Project Manager

VIP Onboarding Project Manager

About the Role

We are seeking an experienced and detail-oriented VIP Onboarding Project Manager to lead and orchestrate exceptional onboarding experiences for our high-value real estate office clients. This role requires a unique blend of project management expertise, real estate industry knowledge, client relationship skills, and the ability to coordinate cross-functional teams to deliver white-glove service during the critical onboarding phase. You'll be working directly with real estate brokerages, teams, and offices as they transition to our platform.

As we expand both in-state and out-of-state, you will play a critical role in scaling our onboarding operations across new markets. This position requires adaptability and a willingness to learn varying state licensing processes, regulatory requirements, and regional real estate practices to ensure compliant and successful onboarding experiences nationwide.

Key Responsibilities

Onboarding Program Management

• Design, implement, and manage comprehensive onboarding programs for VIP real estate office clients, ensuring seamless transitions and rapid adoption
• Develop customized onboarding plans tailored to each real estate office's size, business model, agent needs, and operational requirements
• Coordinate office-wide rollouts, training schedules, and migration timelines that minimize disruption to daily real estate operations
• Serve as the primary point of contact for broker-owners, office managers, and team leaders throughout the onboarding journey

Project Coordination & Execution

• Coordinate cross-functional teams including sales, customer success, technical support, training specialists, product teams, legal, and compliance to deliver cohesive onboarding experiences
• Collaborate with our legal team, Department of Real Estate (DRE), and MLS associations to ensure all onboarding activities meet regulatory requirements and industry standards
• Research and learn out-of-state licensing processes, regulatory requirements, and compliance standards as we expand into new markets
• Adapt onboarding processes to accommodate state-specific requirements and regional real estate practices
• Manage compliance documentation, license verification, and regulatory reporting requirements during the onboarding process
• Facilitate communication between real estate offices and MLS associations for data integration and access setup
• Manage data migration, system integration, and technical setup for real estate office systems and tools
• Create detailed project timelines, milestone tracking, and deliverable schedules for each office onboarding initiative
• Facilitate office-wide training sessions, broker meetings, agent orientations, and ongoing support check-ins
• Proactively identify and mitigate risks, escalating issues as needed to ensure on-time, high-quality delivery

Relationship Management

• Build and maintain strong relationships with broker-owners, managing brokers, office managers, and key team leaders
• Understand the unique dynamics of real estate offices and adapt communication styles for different stakeholders (brokers, agents, administrative staff)
• Anticipate office needs and exceed expectations through proactive communication and support
• Gather feedback throughout the onboarding process to continuously improve the VIP real estate office experience
• Ensure smooth handoff to ongoing account management teams upon onboarding completion

Process Improvement & Reporting

• Document best practices and create scalable frameworks for VIP real estate office onboarding across multiple states
• Develop state-specific onboarding playbooks and compliance checklists as we expand into new markets
• Track and report on key onboarding metrics including time-to-value, office adoption rates, agent engagement, and client satisfaction
• Collaborate with leadership to refine and enhance the real estate office onboarding methodology
• Maintain detailed documentation of all onboarding activities, training materials, state-specific requirements, and client interactions

Qualifications

Required:

• 5+ years of project management experience, preferably in client onboarding, implementation, or customer success roles
• Experience working with real estate offices, brokerages, or real estate technology companies strongly preferred
• Understanding of real estate office operations, agent workflows, and brokerage business models
• Knowledge of real estate regulatory requirements and ability to work with legal teams and regulatory bodies
• Experience coordinating with industry associations, licensing bodies, or compliance departments
• Self-motivated learner with the ability to quickly research and understand new state licensing processes and regulatory frameworks
• Proven track record of managing complex, multi-stakeholder projects with tight deadlines
• Exceptional communication and interpersonal skills with the ability to build rapport with broker-owners and office leadership
• Strong organizational skills and meticulous attention to detail
• Experience managing office-wide technology rollouts or system migrations
• Proficiency with project management tools (Asana, , Jira, or similar)
• PMP, CAPM, or similar project management certification preferred

Preferred:

• Background in real estate (agent, broker, or real estate operations experience)
• Understanding of DRE regulations and real estate licensing requirements
• Experience working across multiple states or with multi-state real estate operations
• Knowledge of varying state real estate regulatory environments and licensing processes
• Established relationships with MLS associations or experience working with MLS systems
• Experience navigating real estate compliance and regulatory requirements
• Experience with real estate CRM systems, MLS platforms, or proptech solutions
• Familiarity with real estate office management software and tools
• Experience in SaaS, technology, or professional services industries
• Background in client-facing roles such as account management, training, or consulting
• Demonstrated ability to manage multiple concurrent office onboarding projects
• Experience with CRM systems (Salesforce, HubSpot) and collaboration tools
• Track record of driving technology adoption within real estate organizations

Skills & Competencies

• Executive presence and confidence in high-stakes client interactions
• Strategic thinking with the ability to balance client needs and internal resources
• Strong understanding of regulatory compliance and legal coordination
• Quick learner with strong research skills to master new state regulatory requirements
• Ability to navigate complex stakeholder relationships including legal teams, regulatory bodies, and industry associations
• Flexibility and adaptability to work across different state regulatory environments
• Problem-solving mindset and ability to navigate ambiguity
• Empathy and emotional intelligence in managing client expectations
• Adaptability and grace under pressure
• Collaborative team player with leadership capabilities
• Attention to detail in compliance and documentation requirements

What We Offer

• Competitive salary and performance-based bonuses
• Comprehensive benefits package including health, dental, and vision insurance
• Professional development opportunities and certification support
• Flexible work arrangements with remote work options
• Collaborative and innovative team culture
• Opportunity to work with high-profile clients and make significant business impact

How to Apply

Please submit your resume and a cover letter describing your experience managing complex client onboarding projects and your approach to delivering exceptional VIP experiences.

We are an Equal Opportunity Employer. Applicants for all job openings are welcome and will be considered without regard to race, color, religion, national origin, sex, genetic information, ancestry, veteran status, age, gender identity, gender expression, sexual orientation, medical condition, physical or mental disability or any other basis protected by state, federal or local law. It is the intent of the Company to comply with all applicable federal, state and local legislation concerning equal opportunity in employment.

Job Type: Full-time

Pay: $ $32.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Experience:

• Project Management: 5 years (Required)

Ability to Commute:

• Newport Beach, CA Required)

Work Location: In person