Chief Of Staff

Job Description

Job Description

Chief of Staff & Transaction Coordinator

We're looking for someone organized, strategic, and ready to own outcomes—not just manage tasks.

At OWN Real Estate, we help over 100 families each year buy and sell homes across the Bay Area. We're a 20-agent team producing $200M+ annually, backed by 15 years of operating experience. We're also building Studio 1651, our in-house media agency, which means this role touches real estate operations, content production, and business development.

The Role

You'll work directly with our CEO across multiple business functions:

• Strategic Operations — Manage seller pipeline, recruiting outreach, commercial deal flow, and social media production schedules. You'll quarterback cross-functional initiatives and ensure nothing falls through the cracks.

• Transaction Coordination — Own files from listing to close, ensuring compliance, supporting agents, and keeping deals on track.

• This isn't about checking boxes. You'll see how decisions get made, have authority to execute on behalf of leadership, and help shape how we scale.
  

What We're Looking For

• Experience managing multiple business pipelines or complex operations (real estate background a plus)

• Strong strategic instincts and execution discipline

• Comfortable making decisions with incomplete information

• Someone who identifies what needs to happen and makes it happen

Details

• Full-time, hybrid (office and remote-based on business needs)

• Occasional evening/weekend availability for transaction deadlines

• Competitive salary and benefits

• Real opportunities to grow—this role expands with your capability

If you want to build something rather than just maintain it, we'd like to hear from you.

Compensation:

$82,000 - $102,000 yearly

Responsibilities:

Strategic Operations & Pipeline Management

• Quarterback multiple business pipelines, including seller lead flow, agent recruiting outreach, commercial deal development, and social media content production.

• Manage CEO's professional calendar and strategic priorities, ensuring high-leverage activities get protected time.

• Coordinate relationships with clients, vendors, partners, and professional networks.

• Own follow-through on cross-functional initiatives from conception to completion.

• Build and document scalable systems and workflows as the business grows.

• Oversee ancillary business development including staging and cleaning services.

Transaction Management and Compliance

• Coordinate all aspects of real estate transactions from listing through close of escrow, collaborating with third-party transaction coordination companies to ensure file compliance.

• Act as liaison between escrow, title companies, lenders, clients, agents, and other parties to facilitate smooth transactions.

• Prepare commission demands, track cap/royalty progress for accurate financial reporting, and maintain records to support brokerage operations.

Legal, Risk Management, and Advisory

• Review disclosures and contracts for accuracy and completeness.

• Research property and zoning inquiries with city/county authorities as needed, identifying potential legal issues and consulting with brokerage counsel to mitigate risks.

• Advise agents on compliance requirements, best practices, and regulatory adherence to uphold professional standards.

Agent Support and Team Operations

• Serve as the primary point of contact for agents' procedural and operational questions, providing problem-solving support and coordinating between parties to resolve issues efficiently.

• Support the sales team manager with training resources, operational execution, recruiting coordination, and retention efforts.

• Act as a key connector within the team, fostering strong relationships and representing professional standards in all interactions.

• Conduct regular reviews of key performance indicators (KPIs) to support informed decision-making.
  

General Administration

• Oversee the smooth functioning of team processes and workflows, tackling tasks and challenges as they arise in a fast-paced environment.

• Identify operational gaps and implement solutions without waiting for direction.

Qualifications:

Required:

• 3+ years of experience in operations, transaction coordination, executive support, or business management.

• Proven ability to manage multiple competing priorities and deliver results independently.

• Strong organizational systems and follow-through discipline.

• Experience with real estate transactions, CRM systems, and compliance documentation.

• Excellent written and verbal communication skills.

• Comfortable making decisions with incomplete information and adjusting course as needed.

• Tech-savvy with the ability to learn new systems quickly.
  

Preferred:

• Active California real estate license or transaction coordination certification.

• Experience managing pipelines (sales, recruiting, or business development).

• Familiarity with MLS, DocuSign, SkySlope, or similar real estate platforms.

• Background in operations at a growing company or team environment.

• Project management experience across multiple business functions.
  

Personal Attributes:

• Takes initiative rather than waiting for direction.

• Thinks strategically but executes tactically.

• Comfortable with ambiguity and fast-paced environments.

• Strong problem-solving instincts and resourcefulness.

• High integrity and discretion with confidential information.

• Team-oriented but capable of working independently.

About Company

Our Mission: We Help Families Build Wealth Through Real Estate.

Our Vision: We enable agents, staff, and partners to do what they want when they want, with whom they want, for however long they want. Everyone will earn the freedoms they describe that they want.

Our Values:

• Always do the right thing
• Always give the best you can
• Always show others you care
• Always embrace hard work
• Always come from contribution
• Always comes from curiosity
• Always come with solutions
• Always has high integrity
• Always be a team player

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