Director of Operations

Your job title: Director of Operations & Transaction Coordination

Where you will work: 200 E Capitol Dr Hartland, WI or remote

Who are we?

The mission of Tony Wendorf & Associates is rooted in faith and guided by integrity. Our mission is to serve families and friends in their real estate journey with honesty, dedication, and care. We believe that home is more than a place, it’s where faith grows, families flourish, and friendships are strengthened. With a commitment to excellence and a heart for service, we strive to build lasting relationships while helping each client find not only a house, but a home filled with love and purpose. Our vision is to create a legacy of trust and connection by serving our community through the values of faith, family, and friends. We envision a red-carpet experience where every client feels cared for like family, every relationship turns into a friendship, and every decision is guided by integrity and faith. By putting people first, we will be more than a real estate service. We aim to be lifelong partners in helping families and friends build their future, one home at a time.

Our core values: Faith, Family, Friends, Service & Intentional Generosity

Who are we looking for?

The Director of Operations is a key to driving growth & delivering value for Tony Wendorf & Associates. This Director is the master of systems, consistently seeking new, innovative, and efficient business processes that save time and money. As a key leader, the Director of Operations increases the ability to process transactions, freeing Agents to focus more on generating transactions than closing them. This person relishes the opportunity to build, implement, and manage multiple systems, and is seen throughout the organization as the expert on efficiency and systems. This person exhibits a drive to use systems as a strategic tool for creating an advantage for the organization. This individual will have some ability to show patience in finding a solution, though accomplishing the objective is more important for this person than using one specific process.

They are an individual who is outgoing, draws energy from working with people, and is optimistic. They have a strong sense of urgency, but not at the expense of quality. In addition, he/she demonstrates on a daily basis the knowledge, attitudes, skills, and habits of a high achiever who is committed to putting clients first, doing the right thing, and seeking win-win agreements. They must be adaptable to change and be solutions oriented. They will manage the entire contract-to-close process efficiently and effectively to ensure all transactions close on time, with little or no hassle to clients and third parties. This individual must provide exceptional customer service.

The Director of Operations is deeply committed to supporting the growth of the team in achieving greater and greater levels of success, and to growing his/her own skills and developing into a supportive leader within the organization. As the success of the business grows, this individual will be responsible for hiring, training, and leading additional department members as the team grows to ensure all administrative tasks of the business continue to be completed to high standards with maximum efficiency.

What will you do?

These are the standards a well-above-average performer will maintain or exceed:

● Builds, implements, and manages all systems for transaction coordination, internal communication, client communication, financial management, information management, central database management, and marketing.

● Assists as needed in documenting the systems of other departments, including customer service, buyer, seller, lead generation, tracking, and expansion systems.

● May work in conjunction with Tony to manage financial systems, including paying the bills, handling payroll, assuring the collection of commissions, maintaining the budget, and generating financial reports.

● Oversees all contracts through closing.

● Creates and maintains an operations manual that documents all systems and standards as needed.

● Coordinates the purchase, installation, and maintenance of all office equipment, yard signs, marketing materials, listing photos, etc…

● Is responsible for hiring, training, consulting, and holding accountable all additional administrative department members.

● Act as liaison between real estate agents, clients, attorneys, title companies, and mortgage brokers during the process of a real estate sale and effectively manage the administrative tasks involved in closing a sale

● Create timelines and follow up with individuals as needed to ensure all deadlines are met and contingencies are released

● Maintain accurate and compliant files for all transactions (in and out of Command)

● Understand the contracts in order to summarize all important terms, conditions, and contingency dates

● Communicate with the agent several times throughout the transaction including all important dates, missing documents, calendar reminders, file compliance status, etc.

● Communicate regularly with the client to send them reminders, check in, and let them know what to expect in each step of the closing process

● Establish relationships with all third parties including lenders, inspectors, appraisers, and all agents in order to ensure a smooth closing process and share relevant information

● Draft any addenda needed along the way and keep a record of them on file and ensure they are shared with relevant parties

● Be the first point of contact/resource for all questions that arise throughout the closing process from the agent (and client, attorneys, lenders, appraisers, other transaction coordinators/Realtors, etc.)

● Stay in good communication with the agent if any issues arise that they need to handle or negotiate

● Coordinate closing date, time, and location and notify all parties

● Draft a commission statement for our listings and verify commissions for our buyer side transactions prior to closing (along with utility and other pro rations)- completed in Command to submit to compliance for approval.

● Put together the closing file for the agent including any documents needing signatures/initials/dates, commission amount for the check to bring back, and any other documents needed from closing

● Close out the file after the closing including changing the MLS status to closed for our listings, double-checking the file, making an electronic copy of the HUD, and processing the check. Add closed file to Command.

● Follow up with clients after the sale to check in and request a testimonial

● Social media management as agreed upon by team.

● Set agenda and help lead team meetings with Tony and when Tony is not available or present.

● Accept a significant leadership role for the growth of the business.

Essential duties and responsibilities

● System development, implementation, documentation, and management

● Information management

● Oversight of contracts through closing

● Command CRM

● Customer/Vendor relations

● Bookkeeping (A/R and A/P)

● Leading administrative department members (as appropriate to organizational structure)

Knowledge/Skills

● High school graduate

● Bachelor’s degree preferred

● Real estate license preferred

● 1–3 years of service and management experience

● 3–5 years of administrative experience, preferably in real estate

CompensationSee official offer letter for compensation details

Pay: $54,310.32 - $80,405.98 per year

Benefits:

• Flexible schedule
• Paid time off
• Professional development assistance

Work Location: Hybrid remote in Hartland, WI 53029