Director of Operations & Transaction Coordinator

Job Description

Overview

The Director of Operations runs the business side of the brokerage so the partners and agents can focus on clients. The role covers every deal from listing to payment, commissions and accounting, agent onboarding and licensing, company systems and marketing operations, and leads the Administration, Marketing and Commissions departments.

Operations Leadership

•    Leads day-to-day operations of the brokerage and serve as the operations lead for the partners.

•    Oversees the Administration, Marketing and Commissions departments, including staff and contractors.

•    Sets department priorities, assign work, train staff and review quality and deadlines.

•    Prepares regular production, pipeline, receivables and recruiting reports for the partners.

•    Runs operations meetings and the daily team huddle; take part in company planning.

•    Writes and maintain standard operating procedures for each department.

•    Oversees team events, agent training programs and client appreciation programs.

Transaction Management

•    Oversees all sale, lease and business-sale transactions from listing or contract through closing and post-closing.

•    Manages listing setup, escrow opening, required reports, disclosures, contingency dates and listing renewals/expirations.

•    Prepares draft listing, purchase, buyer-representation and lease agreements for agent and broker review.

•    Runs due-diligence audits; route documents for e-signature and keep complete, compliant deal files.

•    Acts as main contact for escrow, title, lenders, landlords, property managers and cooperating brokers.

Commissions & Accounting

•    Calculates commissions and agent splits, including multi-year lease commission schedules.

•    Prepares commission demands, escrow disbursement instructions and lease commission invoices.

•    Processes agent distributions, commission statements, referral and cooperating-broker payments and W-9s.

•    Reconciles commissions with outside accounting; manage receivables, collections and agent fees.

•    Maintains company books in QuickBooks, including expense tracking, reconciliations and 1099s.

Agents, Licensing & Compliance

•    Manages agent recruiting support, onboarding and offboarding: offer letters, independent contractor agreements, transfers, system access and orientation.

•    Tracks real estate licenses, renewals, out-of-state licensing and broker-of-record requirements.

•    Manages errors & omissions (E&O) insurance and collections.

•    Keeps the brokerage compliant with California DRE rules and new real estate laws.

Systems & Technology

•    Administers the CRM (Salesforce-based) and transaction management software; own data accuracy and reporting.

•    Administers Google Workspace, e-signature, project management and other company software and user licenses.

•    Evaluates, select and roll out new software; manage technology vendors and consultants.

•    Builds and improve automated workflows (including AI tools and Zapier) to reduce manual work.

Marketing Operations

•    Oversees listing marketing on commercial listing platforms, email campaigns and social media.

•    Manages the marketing calendar, listing renewals and online listing accuracy.

•    Directs marketing staff and outside vendors on offering memorandums, broker opinions of value and graphics.

•    Oversees contact and lead databases.

• Rethink (Salesforce) or similar CRM, DocuSign, QuickBooks, Google Workspace, Asana, Mailchimp, LoopNet, Crexi, CoStar, Terrakotta, Chat GPT / Claude (AI).