Operations Associate (Real Estate Team)

Location: Cupertino, California, United States

Employment Type: Full-time

Position Overview

We are seeking a detail-oriented and proactive Operations Associate to support the daily operations of our real estate team. This role plays a key part in maintaining internal pipeline visibility, coordinating across departments, and supporting process execution to ensure smooth and timely transaction flow.

This position is ideal for someone with prior operations or administrative experience who thrives in a structured, fast-paced environment and enjoys improving systems and keeping teams aligned.

Key Responsibilities

Pipeline Tracking & Internal Follow-Up

• Monitor and track active transaction pipeline from contract to closing
• Ensure key milestones, deadlines, and documentation requirements are met
• Proactively follow up with internal team members to maintain deal momentum
• Flag potential delays, risks, or missing information to leadership

Listing Preparation & Disclosures

• Prepare, review, and organize listing disclosures and required documentation to ensure accuracy and compliance with applicable regulations
• Coordinate the collection of property information, reports, and disclosures from internal teams and third parties
• Ensure all listing materials are complete and ready prior to market launch

On-Site Listing Preparation

• Conduct on-site preparation for listings , including readiness checks, access coordination, and verification of property condition
• Support photography, videography, staging, signage, and lockbox setup and other prepration as needed
• Ensure properties meet internal quality and presentation standards before going live

Cross-Department Coordination

• Coordinate communication between sales, transaction coordination, marketing, and leadership
• Support alignment of timelines and deliverables across departments
• Prepare internal reports and assist with meeting follow-ups and action tracking

Process & Workflow Support

• Maintain and update internal SOPs and operational workflows
• Identify process gaps and propose efficiency improvements
• Ensure documentation and file organization standards are consistently followed

Systems & Administrative Support

• Maintain accuracy of CRM and internal tracking systems
• Assist with reporting, data entry, and dashboard updates
• Provide general operational and administrative support as needed

Qualifications

• 1–3 years of experience in operations, administration, or a similar support role required
• Prior experience in real estate or a related field (property management, escrow, mortgage, construction, or development) preferred
• Experience working with CRM systems or pipeline tracking tools preferred
• Strong organizational skills and attention to detail
• Ability to manage multiple tasks and deadlines in a fast-paced environment
• Clear and professional written and verbal communication skills
• Proficiency in Google Workspace and task management platforms

Who You Are

• Systems-oriented and process-driven
• Proactive and comfortable following up with multiple stakeholders
• Detail-focused but able to see the bigger operational picture
• Comfortable working behind the scenes to support team performance
• Interested in growing within real estate operations

What We Offer

• Opportunity to grow within a high-performing real estate team
• Exposure to full-cycle real estate operations
• Collaborative and fast-paced team environment
• Clear path for professional development in operations