Real Estate Office Operations Manager

This role is for an experienced and enthusiastic Operations Manager fluent in real estate support.

We are a high-performing real estate team based in Langley, and we're looking for a full-time, in-person Executive Assistant /Operations Manager to help lead and elevate our internal operations. This is a key strategic role that supports a dynamic team by overseeing all administrative, transaction, marketing, client care, and operational functions.

We're searching for a proactive, detail-oriented Executive Assistant who can take charge of managing and optimizing our day-to-day operations. In this leadership-focused position, you will guide and support all areas of the business - From administration and marketing to client care and general operations - ensuring our realtors can stay focused on sales and relationship building.

You will directly oversee a full-time administrator, a part-time administrator, and staging/marketing support. You'll also serve as the central point for systems management, team accountability, and overall operational continuity.

Bonus items that motivate and set us apart:

• Confidential hiring process
• Competitive wages
• Paid vacation
• Monday to Friday, 9 am-5 pm (with occasional evening and weekend work as needed)

$60,000 - $65,000+ yearly DOE

Team & Operations Leadership

• Lead, supervise, and support all administrative team members.
• Maintain a clear structure of responsibility and workflows across all departments.
• Ensure team systems (Trello boards, Pipedrive, calendars) are being used properly and consistently.
• Hold weekly team meetings and one-on-ones with admin staff to manage progress and address any roadblocks.
• Track task and project completion and realign priorities as needed.

Systems & Workflow Management

• Own and refine internal systems (checklists, Trello, Google Drive, Pipedrive CRM).
• Identify inefficiencies and implement improvements across listing processes, client communications, and administrative workflows.
• Ensure critical tasks like database updates, listing launches, gift preparation, and event planning stay on track and on time.
• Serve as the liaison between agents and support staff, making sure everything flows smoothly.
• Support the agents in all stages of the real estate transaction process to ensure smooth execution from contract to close.

Marketing & Client Experience Oversight

• Oversee execution of all marketing and client care tasks (social media, business coaching, pop-bys, closing gifts, birthdays, staging materials, etc).
• Approve and review materials prepared by team members before public release.
• Maintain consistency of team branding and professionalism across platforms.
• Ensure a high standard of client touchpoints and aftercare.

Calendar, File & Deal Tracking

• Maintain a master calendar for key team activities, file deadlines, pop-by schedules, birthdays, events, and agent follow-ups.
• Track pending and active deals, ensuring each file is progressing according to checklist timelines.
• Assign call lists and ensure team accountability for staying in touch with their clients at appropriate intervals.

Event & Project Supervision

• Oversee planning and execution of client appreciation events and seasonal campaigns.
• Delegate tasks related to venue booking, invitations, materials prep, and budget tracking.
• Provide oversight and guidance for team-hosted events, including holiday gifting, pop-by delivery, and promotional campaigns.

Team Culture & Communication

• Act as the go-to person for keeping the team organized, positive, and on mission.
• Proactively communicate updates, reminders, and shifts in team priorities.
• Help onboard new staff or agents by facilitating training on systems and expectations.

• Minimum 3 years of experience in real estate operations or team management.
• Valid BC driver's license and reliable vehicle.
• Strong leadership and supervisory skills.
• Highly proficient with Pipedrive CRM, Trello/Asana, and Google Workspace.
• Excellent organization, delegation, and follow-up habits.
• Experience managing multiple team members and projects simultaneously.
• Able to take initiative and anticipate needs before they arise.
• Strong communicator who thrives in a fast-paced, collaborative environment.
• Enjoy being in a dynamic job where no task is above or below you.
• A constant drive to improve the experience of clients and our internal processes: "How can I make things better?".

CoCalibrate is an innovative solutions provider dedicated to matching top Executive Assistants with top-producing Professionals.