Real Estate Director Of Operations - Administrator
Affluence Real Estate Group
Kitchener, ON
Posted ago
Affluence Real Estate Group

Director of Operations-Client Care

While providing forever clients, family, and community exceptional 1-to1 client experience, our mission is to create an impact in the community by Building Family Legacies, generational wealth and empower the next generation of leaders. Through Real Estate, we help empower others to create an impact and live healthy and abundant lives while creating opportunities for their family. Our values are growth, impact, and leadership. Through foundational systems and models and a focus on the client experience, we strive for continuous growth and constant growth, and never-ending improvement. If this is you, we would like to learn more!

The Administrator is an individual who is willing and able to earn the right to be a Director of Operations. You are a driven, talented and growth-oriented, and learned based who thrives to build, implement, and manage multiple systems while ensuring the profitability of the organization. You are a gatekeeper of culture! Our Director of operations should be self-directed with the right resources and training, task-oriented, client-focused while having a high degree of quality, attention to detail, and consistent communication. You are, also, people-oriented, client care coordinator ensuring a premium end-to-end customer experience while improving systems and processes, and have a passion for Real Estate and serving your community. You are a people person, strives for constant growth and improvement of systems. This person has immense focus and can do one thing for a long time without getting distracted. You love to build and improve systems to continuously improve the client experience for our team. You enjoy leading others (Transaction coordinator). While being client-focused, you continuously build, improve systems and client experience to scale and help the team achieve their goals.

A Director of Operations is deeply committed, daily, to supporting the lead agent in achieving greater and greater levels of success, passionate about the customer experience, and to growing his/her own skills, and developing into a supportive leader within the team. As the success of the team grows, this individual will be responsible for hiring, training, and leading additional team members to ensure all administrative tasks of the lead agent’s business continue to be completed to high standards with maximum efficiency.

Responsibilities

These are the standards a well-above-average performer will maintain or exceed: 

  • Build, implement, and manage all systems for sellers, buyers, lead generation, database management, information management, and back-office support
  • Hold agents accountable by ensuring paperwork submitted on time, keeping culture, running team meetings, and holding the transaction coordinator accountable
  • Responsible for all financial systems, Profit-Loss statements, including maintaining the books, paying the bills, filing invoices, trade records for the bookkeeper, as well handling payroll, managing paperwork, assuring the collection of commissions, maintaining the budget, and generating financial reports through Quickbooks
  • Oversee all contracts through closing while communicating with current and past clients providing client care. Such items include and are not limited to weekly client check-ins, providing weekly feedback for active clients
  • Help run marketing campaigns for the email list (client database), client events, and obtaining reviews
  • Create and maintain an operations manual that documents all systems and standards
  • Coordinate the purchase, installation, and maintenance of all office equipment, lockboxes, etc.
  • Be the first point of contact in handling customer inquiries (including weekly check-ins) showing requests and/or concerns
  • Client care duties such as organization of staging, photos, welcome calls, client check-ins, congratulations calls, and more
  • Keep the lead agent informed regarding any problems or issues that need to be handled (before, during, and after the contract to close the process)
  • Complete miscellaneous tasks such as ordering signs, status certificates, organizing client events, marketing materials, and more 
  • Update financial sales numbers, active under contract clients, profitability, pending and closed sales reports, and more
  • Responsible for hiring, training, consulting, and holding accountable all additional administrative team members
  • Creation of marketing material and a solid understanding of graphic design, social media marketing are preferred

Essential duties and responsibilities

  • System development, implementation, and management
  • Information management
  • Oversight of contracts through closing
  • Customer/Vendor relations (weekly or even daily calls, if needed, with under contract clients). 
  • Bookkeeping (A/R and A/P)

Communications/Interactions 

  • Lead Agent – daily 
  • Lead Agent - weekly coaching and weekly team meeting
  • Agent Team – daily
  • Administrative Team (as appropriate to team structure) – daily
  • Buyers/Sellers/Vendors (under contract) – as appropriate (weekly or, if needed, daily calls) 

Management Responsibilities 

  • As appropriate to team structure …) All administrative team members

Qualifications

  • Strong written and verbal communication skills
  • Exceptional organizational and project management abilities
  • Bookkeeping skills
  • Great ability to focus
  • Concerned about doing things the right way
  • Calm under pressure
  • Learning-based 
  • Service-based attitude 
  • Proven ability to succeed
  • High school graduate
  • Bachelor’s degree preferred
  • Real estate license preferred
  • 1–3 years of service and management experience 
  • 3–5 years of administrative experience

Compensation
$45,000 plus bonuses
About Affluence Real Estate Group

Our group was founded by Sam Abdallah, and our company has a passion for prospecting and lead generation. We are engaged and we have a passion for hunger. We are determined, strive for excellence, and develop leaders. We have a growth mindset, along with intention and purpose. 


We are family-oriented, we believe in work-life counterbalance, giving back to others (charity and others), building a life by design not by default, moments over things. Success is a habit. We are looking for those who challenge each other and believe in being the best they can be. We are raising up leaders and are helping clients build generational wealth through buying and selling Real Estate while strengthening community connections. 

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