Operations Administrator
The Collective at Keller Williams
Boca Raton, FL US
Posted ago
The Collective at Keller Williams

The Operations Administrator is passionate about achievement and draws energy from working with people. He/She is deeply committed to the team achieving greater and greater levels of success, as well as to growing his/her own skills within the team.

This individual may be assigned various duties to help the team overall, such as listing coordination tasks, managing closing and referral gifts, helping prepare listing for photos, etc. However, this role also plays an intricate part in our lead routing system. A highly successful Operations Administrator will take stewardship of leads and actively work to create systems to maximize their effectiveness at converting them. This individual will track the team’s success and offer suggestions for improvement in their follow-up techniques and tools.

This individual is disciplined about their time and work on projects while handling new leads and information requests from the team. This person is highly focused in order to complete their work and recognizes this position as a platform for growth into a long-term career and NOT A JOB.

A positive team daily attitude of gratitude is a MUST. We love what we do and carry that with us every day.

Preferably this person has receptionist/administrative experience and is willing to do various tasks as assigned by the team. Expertise and experience using CRMs, developing systems, and any real estate background is helpful.


Essential Duties and Responsibilities:


  • Act as direct contact for Director of Operations and event planning team
  • Manage, update, and keep current all marketing templates for all Collective packages
  • Manage inventory for all marketing materials

Campaigns & Tracking/Reporting

  • Help create and manage strategic campaigns for our database
  • Create, manage, and execute system to contact VIP list of clients for referrals throughout the year
  • Create and manage tracking system for referrals to/from vendors or clients


  • Prepare all pre-listing and listing packages including CMAs for each rainmaker appointment
  • Send Thank You and life event cards when necessary
  • Make phone calls to database for events, neighborhood portals, KW app and any other needs from the rainmaker

Listing Management & Transaction Coordination Management

  • Serve as main contact for all incoming MLS agent calls for Collective listings (including weekends)
  • Maintain superior text message scripting & follow up 
  • Follow up daily with agents showing a Collective listing
  • Help organize & execute listing appointment materials & buyer consult materials
  • Help organize & execute closing gifts, signs, & drop offs if necessary

Lead Generation

  • Organize & manage rainmaker Facebook messages and text messages when needed
  • Manage & maintain all lead routing systems and follow up with agents

Database Management

  • Expert in COMMAND, Keller Williams’ new database platform
  • Update database with notes from rainmaker, anniversaries, birthdays, etc.
  • Organize database utilizing COMMAND features like tags and groups for easy reporting


Client Care

  • Help operations team with review and referral follow up calls
  • Manage phone lines of whole team on weekends

Team & Communication

  • Open/constant communication with rainmaker and Director of Operations daily
  • Prepare and present reports for standard weekly team meetings
  • Review, master, and help manage the marketing & lead routing systems

Management Responsibilities:

Within and Outside of Team

  • Photographers
  • Open House Hosts


Job Type: 25 HOURS WEEKLY (with room to grow hours and potential full time salaried status), select Holidays, Friday Evenings, Saturdays, & Sundays are a MUST.


  • Strong written and verbal communication skills
  • Good organizational skills
  • Extremely attentive to detail
  • Strong strategic, business-building skills
  • Self-motivated and learning based
  • Willing to learn scripts and dialogues
  • Google Office Suite
  • Mailchimp
  • Experience with database management preferred

$15 - $20 hourly
About The Collective at Keller Williams

Our mission here at The Collective is to provide a unique and superior Real Estate experience focused on high customer satisfaction & building lifelong relationships while achieving optimal success on every level. At The Collective we have a saying; “Clients become friends, friends become clients, and we are all family”.

We know there is so much more to selling/buying a home than displaying photos online, putting a sign in the yard, or creating a list of showings. We are always going the extra mile to produce the best results for our clients – providing exceptional customer service, constant communication, and accessibility to our client database. Furthermore, our relationship with each client is a true partnership in which we both have responsibilities to each other and share a common goal.

The Collective goal is always to get a win-win for all parties, guiding our clients to a smooth closing, minimizing their stress, and saving everyone time.

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