Director of Operations

Director of Operations for Mosaic Real Estate Team at Keller Williams Realty WNY

Who Are We?

Driven by a strong commitment to superior client care, integrity and excellence, the Mosaic Real Estate Team brings years of high-level experience to our clients’ real estate goals while recognizing a need for balance within our own lives.

Who are we looking for?

The Mosaic Real Estate Team is looking for an ambitious, talented, and skilled professional to help lead our team into the next phase of growth! This person relishes the opportunity to build, implement, and manage multiple systems with minimal supervision. The Director of Operations is deeply committed to completing tasks the right way with a high degree of quality, attention-to-detail, and consistent communication.

Our Director of Operations is deeply committed to supporting the team in achieving greater levels of success, and to growing their own skills while developing into a supportive leader within the team. As the success of the team grows, this individual may be responsible for hiring, training, and leading additional team members to ensure all administrative tasks of the lead agents’ business continue to be completed to high standards with maximum efficiency.

What will you do?

These are the standards an above average performer will maintain or exceed:

• Manage all systems and back-office support for sellers, buyers, lead generation, database management and information management
• Transaction Management: oversee contracts through closing & coordinate with all relevant parties
• Handle & file receipts, execute commission statements, manage listing marketing systems, take ownership of CRM database, & manage team marketing efforts.
• Once comfortable, be the first point-of-contact for handling customer inquiries or complaints, and keep the lead agents informed regarding any problems or issues that need to be handled
• Update and maintain an Operations Manual that documents all systems and standards
• Eventually, responsible for hiring, training, consulting, and holding accountable all additional administrative team members

Sampling of Director of Operations Responsibilities:

• Monitor weekly, monthly and yearly goals
• Maintain lead & client organization within team CRM
• Handle distribution and/or respond to incoming emails, social media messages & phone calls
• Assist in management of agent schedules & facilitate redirect of client requests during agent vacations/time off
• Assist agents with creation of buyer and seller packages, market analysis & presentation
• Send out any pre-list/FSBO packages & other mailers as needed
• Assist in creating, publishing and promotion of each new team listing via client communication, in-home brochures, social media & updates to the MLS
• Post & manage listings in transaction management system
• Prepare & maintain necessary client files & documents in team systems
• Maintain and improve Office Policy and Procedure Manual
• Monitor & update website
• Monitor social media accounts & coordinate with Social Media team
• Maintain budgeted funds for marketing, closing gifts, office supplies and more
• Work with lead agents to create and distribute Monthly Newsletters
• Manage hand-written anniversary cards (to be signed by agents), holiday cards, referral thank-you’s, and other communications to clients
• Acting as liaison between and coordinate with real estate agents, clients, title, appraisers, inspectors, and mortgage brokers throughout the transaction
• First contact for vendor communication & project tracking
• Run occasional errands: office supplies, bank, post office, signs, lockboxes (as needed)

As your role progresses and you learn our industry, you will add Transaction Management responsibilities:

• Ensure all documents are in compliance with Brokerage (e.g., executed and initialed correctly, required disclosures are secured, etc)
• Maintain files and production, coordination and processing of all information/documents pertaining to each transaction
• Perform administrative and clerical duties, including setting showings and inspection appointments pertaining to each client or file
• Maintain understanding of where each transaction is in process from contract through closing, informing agents & clients where necessary, monitoring and assessing the progress of the transaction so that deadlines are met and contingencies are released
• Monitor and follow up on all sales/escrow/closing files with each agent
• Coordinate activities around transaction closings and beyond

Necessary Knowledge/Skills:

• Interest in putting client needs and experience first
• Strong written and verbal communication skills
• Strong communication skills
• Highly organized & detail-oriented
• Exceptional time and project management skills
• Able to manage multiple tasks/requests simultaneously
• Learning-based & able to work with new software systems
• Proven ability to succeed
• 1-3 years of service/management experience or something comparable
• 3-5 years of administrative experience or something comparable
• Bookkeeping skills preferred
• High School Degree, Bachelor’s Degree preferred
• Experience with SquareSpace is a nice to have
• Real estate license is a bonus, but not required

Must be proficient in:

• MS Office (Word, Excel, etc)
• Google Suite (Sheets, Docs, Gmail, etc)
• Canva

Requirements for this role:

• Able to work effectively from home with 10-15% in-office assistance
• Some flexibility to assist team at a handful of events throughout the year in off hours
• Database management
• Social Media usage/understanding
• Driver’s license required to assist in minimal errands and signage

Salary Offered:

• $55,000-60,000 based upon experience, with 3 weeks PTO, major holidays and opportunity for 401k after 12-months

Job Type: Full-time

Pay: $55,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• Flexible schedule
• Paid time off
• Professional development assistance
• Referral program

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: Hybrid remote in Williamsville, NY 14221

Salary : $55,000 - $60,000