Operations Manager

At Coldwell Banker Flag City, Coldwell Banker Commercial Flag City, and Transworld Business Advisors of Northwest Ohio (the “Companies”), we provide professional real estate services for residential and commercial clients including business brokerage services. Smooth systems and processes are vital for us to succeed, so we require an Operations Manager of personable and professional disposition to join our team and support the growth of our successful companies. The job is performed Monday through Friday, 9:00am until 5:00pm, with a one-hour lunch. It is a salaried full-time position, with benefits such as paid holidays (including the successful candidate’s birthday), paid time off, and opportunities for performance bonuses. Reports to President, Coldwell Banker Flag City and Coldwell Banker Commercial Flag City; and, President, Transworld Business Advisors of Northwest Ohio Commensurate with experience, and determined by the Companies Essential Job Duties (Not listed in order of importance) Includes but not limited to: Oversees general office operations and keeps leadership of the Companies apprised of emerging matters and needs Supports leadership of the Companies by managing the broker's calendar, handling phone inquiries, email, and routing leads to the right brokers and affiliated agents Provides superior customer service to all who call in, or walk into the office Able to screen calls politely and professionally Greeting walk-ins and helping them promptly Serves as a compliance officer for all company transaction files Ensures files are ODRE compliant Makes needed annotations in the file to explain where needed Keep agents on track for all file requirements Keep master schedule of closings, expirations, and new listings Transaction support to brokers through closing paperwork, maintaining the CRM (Customer Relationship Management) software, and preparing and maintaining listings Creating marketing packages, posting businesses/real estate for sale online in the Companies systems, and managing leads Assist with follow-up on seller leads: 5-7 touch points each (emails, phone calls, letters), updating status in CRM, scheduling virtual or in-person appointments Assist seller client onboarding by completing interview questionnaires, marketing agreements, corporate resolution, data and information requests Enter, maintain, and update data in Companies systems for listings and accounting Properly deposit, and document all incoming deposits for earnest money, and disburse returned deposits according to Company procedures and Ohio law(s) Provide needed data to service partners Collaborate with Company franchisor(s) as needed Maintains appropriate levels of office supplies and replenishes as needed Ensures office remains tidy and secure Coordinates appointments and schedules and manages staff calendars where applicable Track agent production data as needed for Ohio Realtors and franchisor(s) Notarize documents as needed Support to agents as needed for basic office operation and communication May require occasional lifting of more than 25 lbs Other duties as assigned Required Qualifications (May be modified or waived at sole discretion of the Companies) Superior command of the English language with ability to properly spell and use correct grammar in written, and spoken communication Ability to properly manage telephone calls, messages, and forwarding of information in a timely manner Demonstrated ability to learn processes and follow directions the first time given Degree in business administration, communications or any related field Three (3) to five (5) years of successful administrative or office management experience Equivalence will be considered for banking, title, and legal fields Current Ohio Notary Certification Company will reimburse for costs associated with obtaining/renewal/maintenance Non-Negotiable Skills Ability to work independently with the exercise of superior organizational and time-management skills Strong analytical abilities with the frequent exercise of common sense Exceptional attention to detail Sense of humor Interpersonal skills and ability to appropriately work with difficult people and situations Reasonable computer skills, with an aptitude to learn new systems and procedures Company currently utilizes MacOS computers, Multi-function copy machine, Check scanner, and VoIP telephone system Hands-on experience with different types of office machines and equipment Experience developing internal systems and/or processes Identification of areas for continuous improvement and creation of corresponding ways to improve the operation of the company The Companies are Equal Opportunity Employers. The duties, responsibilities, and requirements for this position are subject to change at the sole discretion of the Companies. #J-18808-Ljbffr