Real Estate Operations Manager

About the Role

The Haven Group, a top-producing San Francisco real estate team, is looking for a strategic and highly organized Operations Manager to own, optimize, and scale our business systems. You will work closely with the team leader to safeguard the business, manage transaction pipelines, and elevate our client experience. This is an in-office role with a clear growth path for an operational professional looking to run a premier real estate business.

Job Duties & ResponsibilitiesOperations & System Leadership

• System Ownership: Document, build, and continuously optimize Standard Operating Procedures (SOPs) and team playbooks to ensure scalable growth.
• Database Management: Maintain and segment client databases within the Compass CRM to fuel targeted outreach, lead tracking, and past-client marketing campaigns.
• Technology Stack: Audit and manage the team’s digital tools, including transaction management software, spreadsheet trackers, and email marketing platforms.

Transaction Coordination & Compliance

• File & Contract Compliance: Oversee risk management by auditing disclosures, ensuring contract compliance with California Department of Real Estate (DRE) regulations, and managing timely brokerage file submittals.
• Contract Preparation: Prepare comprehensive offer documents, listing agreements, and disclosures with high attention to detail.
• Escrow Support: Coordinate transaction timelines, manage client communication throughout the escrow process, and serve as a reliable resource for buyers and sellers.

Listing & Vendor Management

• Listing Launch Logistics: Act as the primary point of contact for external vendors, coordinating property stagers, photographers, inspectors, painters, and contractors to ensure listings launch flawlessly and on schedule.
• Marketing Execution: Manage email marketing via MailChimp, curate the team's online presence (updating bios, active/sold properties, and reviews across platforms), and maintain social media performance logs.

Financial Oversight & Client Experience

• Financial Tracking: Monitor team operational expenses, track marketing budgets, and audit Commission Instructions to ensure accurate and prompt payouts.
• Market Intelligence: Compile local MLS and San Francisco real estate market statistics to highlight notable trends for team strategy and client content.
• Client Relations: Plan and execute premium client appreciation programs, annual gift cycles, and curated company events (both in-person and digital).

Who You Are

• Real Estate Veteran: Possess proven experience in residential real estate operations, transaction coordination, or administrative management. (A California Real Estate License is highly preferred).
• Systems Thinker: A natural problem solver who doesn't just run a checklist, but actively builds more efficient ways to operate.
• Hyper-Organized & Detail-Oriented: Possess an exceptional eye for contract details, keeping timelines on track across multiple fast-moving transactions.
• Excellent Communicator: A professional writer and speaker who is comfortable acting as a direct touchpoint for high-net-worth clients, vendors, and agents.
• Adaptable & Proactive: Thrive in a dynamic, high-performing environment and remain comfortable steering initiatives forward through ambiguity.

What We Offer

• Competitive salary plus performance-based bonus (1.5% of the team's net commission per closed transaction).
• 401(k), paid time off, vacations and holidays.
• In-office role with close mentorship from a top-producing San Francisco agent.
• Clear growth path into expanded responsibilities

Pay: $75,000.00 - $95,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Paid time off

Application Question(s):

• Give an example of a spreadsheet you have made Excel or Google Sheet to track performance or organize a project.
• This role requires auditing disclosures and managing contract compliance with California DRE regulations. Do you have a current California Real Estate License, and can you describe your experience managing transaction workflows or contract preparation in CA?
• We are looking for someone to document, build, and optimize our Standard Operating Procedures (SOPs). Can you share a specific example of a process or system you inherited in a past role that was inefficient, and how you rebuilt it to make it scalable?
• This position involves managing our Compass CRM database, MailChimp email marketing, and updating listing data across multiple platforms. What is your experience level with these specific tools, and how have you used a CRM in the past to manage client databases or track leads?

• This is a fully in-office role in San Francisco, Monday through Friday, 9:00 AM to 5:30 PM. Are you comfortable with this schedule and commute, and what draws you to an in-office team environment where you will work closely with a top-producing agent?

Work Location: In person