Small Business Operations Manager

Job Description

Job Description

This is not an administrative assistant position. This is a key operational leadership role responsible for ensuring the financial, administrative, and day-to-day operations of our growing real estate brokerage run efficiently and with excellence. 

This is not a clerical role . The Office Manager serves as an integral member of the leadership team , ensuring our office runs efficiently, financials are managed responsibly, and our agents and staff have the structure and support they need to perform at a high level.

The right candidate is financially savvy, highly organized, detail-oriented, and comfortable managing multiple operational systems simultaneously . They are someone who takes pride in creating structure, maintaining financial clarity, and supporting a growing organization.

Position Details

Position Type: Part-Time

Location: IN OFFICE

Compensation: $36,000

Schedule: Flexible part-time hours

Compensation:

$30,000 - $36,000 yearly

Responsibilities:

Financial Management & P&L Oversight

• Maintain and manage the office Profit & Loss reporting
• Develop and track financial performance against operational budgets
• Provide financial analysis and recommendations to leadership
• Monitor expenses to ensure alignment with profitability targets
• Assist leadership with forecasting, budgeting, and financial planning

Accounting & QuickBooks Management

• Manage all financial activity through QuickBooks
• Process and track vendor payments, invoices, and reimbursements
• Reconcile accounts and maintain organized financial records
• Ensure accurate financial documentation for reporting and tax purposes
• Work closely with external accountants or bookkeepers when necessary

Commission & Financial Disbursement

• Calculate and process agent commission disbursements
• Ensure commission payouts follow brokerage policies and agreements
• Maintain accurate records of all transaction-related financial distributions
• Coordinate with the transaction coordination team when necessary

Vendor & Office Operations Management

• Manage relationships with all office vendors and service providers
• Oversee vendor contracts, renewals, and payment schedules
• Ensure office systems, subscriptions, and services remain operational
• Identify opportunities to improve operational efficiency and cost management

Office Policies & Operational Structure

• Develop, implement, and reinforce office operational procedures and policies
• Help maintain a structured and professional work environment
• Support leadership in creating operational systems that allow agents to perform at a high level

Human Resources Support

• Manage HR administration for salaried team members
• Oversee payroll coordination and tax payments
• Maintain employee records and documentation
• Work directly with an HR contractor or external HR provider when applicable
• Support hiring, onboarding, and compliance processes

Leadership & Team Support

• Serve as a trusted operational partner to leadership
• Help ensure the office runs smoothly, agents are supported, and systems are functioning efficiently
• Identify areas where processes can be improved or streamlined
• Support a culture of accountability, professionalism, and team success

Qualifications:

We're looking for a highly organized, proactive, and detail-oriented operations professional who thrives in a fast-paced, high-performance environment and takes ownership of getting things done.

The ideal candidate:

• Communicates professionally and confidently with leadership, staff, vendors, and clients.
• Has 5+ years of experience managing office operations, financial processes, and administrative systems.
• Is highly proficient in QuickBooks with hands-on, daily experience.
• Is comfortable analyzing financial reports, budgets, and Profit & Loss (P&L) statements.
• Has experience managing accounts payable, accounts receivable, payroll, and vendor relationships.
• Demonstrates exceptional organizational skills, attention to detail, and personal accountability.
• Possesses strong critical thinking, problem-solving, and decision-making abilities.
• Has excellent written and verbal communication skills.
• Excels at project management, prioritization, and follow-through.
• Is able to manage multiple priorities while maintaining accuracy and efficiency.
• Understands the importance of operational excellence, financial discipline, structure, and process improvement.
• Has experience creating, implementing, and maintaining systems and standard operating procedures (SOPs).
• Is proficient in Microsoft Office (particularly Excel) and comfortable learning new technology platforms.
• Experience in real estate, property management, or another commission-based business is highly preferred, but not required.

Most importantly, we're seeking someone who is dependable, resourceful, takes pride in their work, and is passionate about helping a growing organization operate at its highest level.

About Company

At the Mercy Lugo-Struthers Team at Casals, we are a high-achieving real estate group led by elite leaders and coaches who empower and support our staff and agents to excel in any market. With over 15 years of experience and a coveted Zillow Flex partnership, we give our team members a competitive advantage and provide systems that set us apart in Northern Virginia real estate.