Executive Assistant

POSITION: Operations Manager COMPANY: USHomeBuyers.com Inc / FirstMill LLC REPORTING TO: (CEO) STATUS: Full-Time LOCATION: Phoenix, AZ - hybrid, with flexibility between in-office and remote work COMPENSATION: $52,000/year salary, paid weekly START DATE: ASAP APPLICATIONS ACCEPTED: Until filled ABOUT THE ROLE We are hiring an Operations Manager to take ownership of the day-to-day execution of a fast-growing real estate investment company. This role exists because the business is growing quickly across multiple markets, and our systems, processes, and team coordination need to be fully structured and managed by someone who can operate at a high level. You will work directly with the CEO to implement systems, manage the team, track performance, and ensure deals move efficiently from lead to close. Your job is to bring structure, accountability, and clarity to the business so it can scale without relying on the owner for daily decisions. TOOLS WE USE Resimpli (CRM / pipeline) Slack (communication) Google Workspace Google Ads/marketing tools (via marketing team) OpenClaw / Claude SUCCESS IN THIS ROLE LOOKS LIKE Trello The CEO is no longer involved in day-to-day operations The team knows what to do and is held accountable Deals move smoothly from lead to close KPIs are tracked and used to make decisions Systems are documented and followed consistently Responsibilities 1. Operations Management - Oversee daily operations across acquisitions, dispositions, and transactions. Ensure all deals move through the pipeline without delays or breakdowns. Identify bottlenecks and implement solutions quickly. 2. Team Management & Accountability - Maintain visibility across all active deals. Manage performance of: Lead Managers, Homebuying Specialists, Dispositions team, Transaction Coordination, AI & Marketing Specialist. Run weekly EOS L10 leadership team meetings; own the scorecard, facilitate issues solving, and drive rocks accountability across the team. Attend weekly EOS L10 team meetings (acquisitions & dispositions), support with operational issues that come up. Track individual performance against KPIs and hold direct reports accountable to results. 3. Systems & Process Implementation - Assist with hiring, onboarding, and training. Take existing processes and document them into SOPs. Build and maintain systems. Ensure the team is following defined processes. 4. Metrics & Reporting - Continuously improve workflows for efficiency and scalability. Own the company scorecard and KPI tracking. Track key metrics including: leads generated, appointments set, contracts signed, deals closed, revenue per deal, cost per lead / deal. Provide weekly performance reporting to CEO. 5. Deal Oversight - Identify trends and recommend improvements. Ensure proper deal evaluation processes are followed. Support acquisitions team with: offer structure, deal quality review. Ensure disposition timelines are met. 6. Financial Visibility - Monitor contract-to-close process. Work with CEO to maintain visibility into: deal profitability, commission structures, marketing spend vs revenue. Help track and improve profit per deal. 7. Hiring & Onboarding Support - Support overall margins. Assist in hiring key roles (acquisitions, dispo, etc.). Build and execute onboarding processes. Ensure new hires are trained on systems and processes. 8. Marketing Intelligence & Strategic Input - Serve as a strategic voice in marketing conversations between the CEO and the Digital Marketing Manager. Provide operations-side insight on lead quality, lead-to-appointment conversion, and funnel performance. Flag patterns in the data that should inform marketing decisions (e.g., which campaigns are generating high-quality vs low-quality leads). Participate in marketing planning and project reviews to connect marketing outputs to acquisition outcomes. Not responsible for executing marketing, but expected to actively inform it. SCHEDULE & AVAILABILITY This is not a 9-to-5 role. The team operates across a wide window — roughly 6:00 AM to 9:00 PM Arizona time (MST) — and while you are not expected to be actively working that entire span, you will need to be reasonably reachable during business hours and available on-call for time-sensitive situations as they arise. This role rewards ownership over presence. If the team is taken care of, deals are moving, and nothing is on fire, you have flexibility. If something needs you, you show up. Qualifications: YOU’RE A GREAT FIT IF… You take ownership of outcomes, not just tasks. You are highly organized and think in systems and processes. You can manage people without avoiding hard conversations. You are comfortable holding a team accountable to performance metrics. You can take incomplete processes and turn them into clear, repeatable systems. You are proactive and don’t wait to be told what to fix. You are comfortable working directly with a founder and translating vision into execution. You thrive in fast-moving, imperfect environments (not corporate). You have experience or knowledge of the real estate wholesale industry or real estate industry in general. You are familiar with EOS (Entrepreneurial Operating System) or are willing to read Traction by Gino Wickman and embrace it as the operating framework. Compensation $52,000 per year #J-18808-Ljbffr