Operations Coordinator

Job Description

Job Description

REMAX SmartHub Realty is a growing brokerage in Lancaster, PA, and we're hiring a full-time Operations Coordinator to help run the engine behind our agents, transactions, and client experience. This is a key role reporting directly to our Managing Partner. If you're organized, detail-obsessed, and you like being the person everyone counts on to keep things moving, keep reading.

In this role you'll support the daily operations and continued growth of the brokerage. You'll be a central point of contact for our agents, buyers, sellers, and outside partners like lenders and title agents, and you'll own the administrative compliance and operational workflows that keep our transactions clean and our clients happy.

** What You'll Do **

_ Brokerage Document Compliance _

• Create, maintain, and organize transactions in Paperless Pipeline, making sure every file is set up correctly and kept current through the full transaction lifecycle.
• Assign agent-submitted documents to the right transactions and review them for proper labeling.
• Coordinate the compliance review process with the Managing Partner to keep files in line with PA Real Estate Commission regulations.
• Help communicate with agents about incomplete files (missing documents, signatures, initials, etc.) and follow through until they're resolved.

_ Transaction Coordination _

• Prepare and organize buyer and seller documentation in ZipForms, DocuSign, and DotLoop for agent review ahead of client signature.
• Manage sales contracts from executed agreement through closing, serving as the central point of contact for agents, buyers, sellers, lenders, title agents, and in-house departments to ensure timely settlements and a consistently high standard of client service.

_ Event Facilitation _

• Own the client-event logistics pipeline end to end: manage postcard mailers, place and confirm vendor orders, and handle RSVP collection, headcounts, and day-of setup so agents can just show up and work their relationships.
• Run agent participation and billing: track which agents signed up for which events, collect participation fees and per-attendee charges, and reconcile it all before deadlines slip.
• Drive accountability and follow-up: send agents their prep checklists and reminder timelines, and help ensure each event converts into real client touches and future business instead of dying as a one-day feel-good.

** What We're Looking For **

• Strong organizational and follow-through skills; you don't let things fall through the cracks.
• Comfort juggling multiple transactions, deadlines, and personalities at once.
• Clear, professional communication, written and verbal.
• Tech-comfortable and quick to learn new platforms (experience with Paperless Pipeline, ZipForms, DocuSign, or DotLoop is a plus, not a requirement).
• Real estate, title, mortgage, or transaction coordination experience is a strong plus.
• A team-first attitude and a genuine drive to help people succeed.

Company Description

REMAX SmartHub Realty is a full-service real estate brokerage based in Lancaster, PA, built around a simple idea: when agents have the right systems, support, and partners behind them, they win, and so do their clients.

Operating under the REMAX brand, one of the most recognized names in real estate, we pair that global brand strength with a local, hands-on approach. From our office and co-working space at 930 Red Rose Court, we give our agents the infrastructure most brokerages can't or won't: transaction coordination, compliance support, marketing, client events, and a connected ecosystem of trusted partners that make every deal smoother.

That ecosystem is part of what sets us apart. Through affiliated companies including Our Town Abstract (title and settlement) and Our Town Management (property management), our agents and their clients get a coordinated, in-house experience from contract to closing and beyond. Fewer dropped balls, faster settlements, and a higher standard of service across the board.

We also believe a brokerage should be more than a place to hang a license. Our agents stay connected to their clients through a year-round calendar of memorable community events, and we invest in Lancaster itself through the SmartHub Foundation, which produces Lancaster MusicFest and supports local nonprofits like Children's Miracle Network and Schreiber Pediatric. Building a stronger, more vibrant Lancaster is part of who we are.

At REMAX SmartHub Realty, we're growing with intention, adding the right agents, the right team members, and the right systems to scale without losing the personal touch that earns repeat business and referrals. If you want to be part of a brokerage that takes operations, client experience, and community seriously, you've found it.

Company Description

REMAX SmartHub Realty is a full-service real estate brokerage based in Lancaster, PA, built around a simple idea: when agents have the right systems, support, and partners behind them, they win, and so do their clients.\r\n\r\nOperating under the REMAX brand, one of the most recognized names in real estate, we pair that global brand strength with a local, hands-on approach. From our office and co-working space at 930 Red Rose Court, we give our agents the infrastructure most brokerages can't or won't: transaction coordination, compliance support, marketing, client events, and a connected ecosystem of trusted partners that make every deal smoother.\r\n\r\nThat ecosystem is part of what sets us apart. Through affiliated companies including Our Town Abstract (title and settlement) and Our Town Management (property management), our agents and their clients get a coordinated, in-house experience from contract to closing and beyond. Fewer dropped balls, faster settlements, and a higher standard of service across the board.\r\n\r\nWe also believe a brokerage should be more than a place to hang a license. Our agents stay connected to their clients through a year-round calendar of memorable community events, and we invest in Lancaster itself through the SmartHub Foundation, which produces Lancaster MusicFest and supports local nonprofits like Children's Miracle Network and Schreiber Pediatric. Building a stronger, more vibrant Lancaster is part of who we are.\r\n\r\nAt REMAX SmartHub Realty, we're growing with intention, adding the right agents, the right team members, and the right systems to scale without losing the personal touch that earns repeat business and referrals. If you want to be part of a brokerage that takes operations, client experience, and community seriously, you've found it.