Operations Administrator
Clay Shaffer Real Estate
Philadelphia, PA US
Posted ago
Clay Shaffer Real Estate

We’re looking for an ambitious and dedicated Operations Administrator to play a crucial role in driving growth and maintaining client satisfaction alongside of the team. When we grow, you grow! Your role in transaction management starts with overseeing processes from the time the contract is signed up until closing, communicating with clients and team members as necessary, coordinating schedules, and overseeing conveyancing tasks. You’ll create and implement marketing plans for each transaction so that clients know that we're here and ready to help in their real estate needs. You'll help to prepare listings by orchestrating vendors and media. The ideal candidate is extremely organized, identifies needs on their own, and takes initiative to overcome challenges and achieve with a strong sense of motivation and urgency. The operations administrator is responsible for providing support to the team and will be directed to exercise discretion and independent judgment as needed. A strong ability to communicate in a client-facing setting is essential to your success in this role, and an understanding of the real estate transaction process is vital. Applicants with creative ability in marketing, social media, and ad creation bring greater value to the role and possibility for increased earnings. This position offers opportunities for growth with associated compensation based on increase team sales volume. We believe in growing together and sharing our success!


  • Transaction coordination – notify all participants of upcoming deadlines, manage checklists to ensure completion of all steps of each transaction. Streamline communication between all parties.
  • Implement systems to manage end-to-end processes. Streamline and document processes for effectiveness and consistency
  • Assist with matters both in brokerage, industry, and tax compliance
  • Master tools and technology and educate team members on these tools - everyone helps everyone.
  • Analyze, track, and report on team performance on a weekly, monthly, and annual basis
  • Schedule appointments for agents, vendors, and team principal
  • Manage customer and vendors relationships in the database and respond to their needs
  • Create, print, and distribute marketing materials for listings, open houses, and buyer tours, while maintaining a consistent brand image on all materials
  • Create and implement marketing plans for each transaction - Before, during, after - with quantifiable results
  • Develop quarterly marketing calendar to include social media, email campaigns, mail campaigns, seasonal and annual events
  • Create and manage content on social media platforms - work with team principal to develop marketing budgets


  • Strong communication skills, both verbal and written; extraordinary listening skills
  • Willingness to take on new tasks and learn from others
  • Ability to recognize and maximize new business opportunities
  • Strong ability to multi-task while remaining well-organized and customer-oriented
  • Background in real estate is preferred, but strong ability to learn the trade is sufficient
  • Proficient in basic computer software including G-suite, and can quickly learn new programs
  • Must be able to travel in and around Center City Philadelphia

$40,000 base + Bonus
About Clay Shaffer Real Estate

Clay Shaffer Real Estate is a residential real estate sales team. Clay and his team sell Philadelphia and the surroundings with a primary focus on Center City, from River to River. No person or property is too big or too small! We appeal to our customer base because we’re prompt, knowledgeable, solutions-oriented, friendly, stylish, and fun! We understand our clients’ needs and do everything that we can to accommodate them. We take pride in our knowledge of the city and its wide array of neighborhoods. 

Through our extensive networks, tech-forward platforms, and creative marketing, we deliver the best experience to buyers, sellers, landlords, tenants, developers, and investors, and are always looking to improve upon our abilities. In 2021, Clay has helped buyers and sellers in over $20M of individual sales and aims to multiply that number in the new year. The next step in our success could start with you, and we look forward to succeeding together!

Acceptable file formats include .doc, .docx, .pdf, .txt.
By applying, you consent to WizeHire's Privacy Policy.