Office-Operations Manager

Job Description

Job Description

We are looking for an exceptionally organized Office & Operations Manager to become the operational backbone of Swick Real Estate Group and Downsize Allies.

This is not a receptionist or basic administrative position. We need someone who can take ownership of day-to-day office operations, maintain financial and administrative order, support real estate transaction management, coordinate HR logistics, and keep important details from continually landing on the President’s desk.

Downsize Allies helps seniors, families, executors, trustees, and homeowners manage complex home transitions. Swick Real Estate Group provides the real estate expertise behind many of those transitions.

Our promise is simple:

We handle the house and everything else.

Who Will Succeed Here

You are highly organized, calm under pressure, financially responsible, discreet, resourceful, and comfortable being the person who keeps everything moving.

You enjoy creating systems, closing loops, finding missing information, solving problems, and making sure someone actually follows through.

If your natural response to a loose end is “I’ll handle it” , this may be the right role.

To apply, please complete the assessment and put the number 7007 in the subject line of your cover letter.

Compensation:

$55,000 - $65,000 annually plus bonus

Responsibilities:

• Own day-to-day office operations, administrative systems, vendors, supplies, records, calendars, and internal organization.

• Maintain accurate expense, invoice, receipt, payment, and bookkeeping-support records and coordinate clean information for accounting.

• Monitor active real estate transaction and Downsize Allies Home Concierge files, track deadlines, and provide backup transaction-management coverage when needed.

• Coordinate employee onboarding, PTO/timesheet tracking, personnel records, and other HR administrative requirements.

• Maintain Microsoft Teams, Outlook, Excel, SharePoint/OneDrive, trackers, checklists, and task systems so information and responsibilities do not fall through the cracks.

• Anticipate problems, follow up with team members and vendors, organize decisions for leadership, and resolve routine operational matters before they reach the President.

Qualifications:

• 3+ years of office management, operations, transaction coordination, bookkeeping support, or senior administrative experience; real estate or professional services experience strongly preferred.

• Exceptionally organized and detail-oriented, with the ability to manage multiple deadlines, files, people, and priorities without constant supervision.

• Strong Microsoft 365 skills, especially Outlook, Teams, and Excel; comfortable learning CRM and workflow systems such as GoHighLevel.

• Comfortable working with invoices, expenses, reconciliations, spreadsheets, confidential financial information, and basic bookkeeping processes.

• Strong written and verbal communication with the judgment and discretion to work with clients, employees, vendors, contractors, and leadership.

• Proactive and accountable — someone who sees what needs to be handled, follows through, and does not need the President to become the reminder system.

About Company

The Swick Real Estate Group is Dayton’s most trusted real estate team , with over 30 years of experience and thousands of homes sold. We specialize in helping seniors and their families navigate the emotional and logistical challenges of downsizing — blending compassion with precision, structure, and hustle.

The Swick Real Estate Group & Downsize Allies provides an all-inclusive downsizing and estate transition service. We handle the house and everything else!

We want team members who take pride in doing excellent work, love being an integral part of a team, and thrive in a fast-paced environment where every day is different.