Operations Business Manager

Overview Company Description PGR is a luxury real estate boutique business based in Austin Texas. Must be located in commutable distance to Austin, Texas, United States You must have an active Texas real estate license and be willing to transfer it if necessary 1-2 years of operations experience specifically in residential real estate This role is the operating manager behind a high-end boutique residential real estate business. The business owner is the face of the business, market expert, relationship builder, lead generator, negotiator, and primary presenter. You run the day-to-day operations that keep deals, clients, marketing, and systems moving forward. You operate with limited direction and are expected to see what needs to be done and drive it to completion. You also serve as licensed, on-the-ground coverage when the owner is unavailable, including evenings, weekends, and travel periods. A core expectation is the effective use of technology and AI to increase speed, consistency, and quality across communication, marketing, and operations. For the right person who builds systems well, the workload is very manageable. Schedule Flexibility required for evenings, weekends, and travel coverage Compensation will reflect this level of flexibility and responsibility Core Responsibilities Principal Support & Business Operations Act as gatekeeper and project manager for the owner Manage calendar, priorities, reminders, and meeting preparation Manage inbox, handle routine communication, and escalate high-stakes items with recommended next steps Maintain business operating rhythm: daily checklist, weekly pipeline review, monthly reporting, quarterly goals Own the CRM end to end: data integrity, tagging, segmentation, and notes Manage inbound leads from all sources with speed and professionalism Run consistent follow-up and nurture systems for past clients and warm contacts Build and manage email campaigns, outreach tracking, and referral touchpoints Listing Management (Pre-Listing Through Active) Coordinate all pre-listing preparation: vendors, bids, repairs, staging, and show-readiness Schedule and manage photography, video, drone, 3D tours, floor plans, and listing copy Prepare and organize listing paperwork and disclosures accurately and compliantly Manage MLS input (ACTRIS), showing setup, agent communication, and feedback Create listing presentations and manage approved marketing spend Transaction Management (Contract to Close) Own contract execution and deadline management through closing Coordinate with title, lenders, inspectors, appraisers, contractors, and cooperating agents Prepare and send documents via DocuSign; ensure complete and compliant files Support repair and credit negotiations by gathering bids and documentation for approval Maintain proactive client communication and eliminate surprises Coordinate final walk-throughs, utilities guidance, and closing logistics Field Coverage & Client Experience Conduct showings, open houses, weekend tours, and twilight appointments as needed Serve as on-site representative when the owner is unavailable, including video walkthroughs Attend inspections, appraisals, vendor meetings, and urgent property visits Maintain discretion, professionalism, and a concierge-level client experience Marketing, Content & Brand Stewardship Maintain a consistent, high-end brand aesthetic across all channels Create and schedule weekly content across social and email Coordinate direct mail, neighborhood outreach, events, and referral campaigns Track and report on performance: lead source, response time, engagement, and conversion Provide operational support across affiliated real estate activities as assigned Coordinate rental portfolio needs: tenant communication, vendors, and property checks Support short-term rental and related property tasks requiring local presence Document SOPs to make systems repeatable and scalable AI & Technology Leverage Use AI and software to produce high-quality work faster, with consistency and attention to detail. This includes: • Drafting client communications and follow-ups • Producing marketing content and listing materials • Creating checklists, SOPs, and workflows • Leveraging CRM tools for follow-up, summaries, and reporting • Research and summarization of market data and property documents • Automating repeat tasks with templates and tools Guardrail: AI accelerates drafting and organization. You are responsible for accuracy, compliance, confidentiality, and final review of all client-facing and contract-related materials. Qualifications 2+ years’ experience in residential real estate, transaction coordination, mortgage, title, or licensed associate role (luxury preferred) Proficiency with MLS, DocuSign, CRM systems, and modern communication tools Comfortable using AI tools to support drafting, summarization, and workflow creation Strong writing and polished client communication skills Reliable transportation and frequent field availability High discretion, strong ethics, and excellent judgment Ideal Candidate Proactive operator who builds systems and runs them well Self-managed and effective without micromanagement Uses technology and AI as a force multiplier Moves quickly without sacrificing quality Detail-oriented with strong deadline discipline Calm, professional, and trustworthy with high-stakes clients Strong taste, pride in presentation, and service excellence Comfortable operating within clear approval and spending guardrails #J-18808-Ljbffr