Real Estate Operations Manager
Talbot Team
Oakland, CA US
Posted ago
Talbot Team

Our ideal candidate to join our growing Real Estate team is extremely detail-oriented, loves checklists and consistency, and has exceptional organizational skills. We are looking for someone who can handle high-pressure situations and adapt to the various tasks that arise on a daily basis. This Operations role will include three main categories: Administrative Office Management; Listing Coordination and Client Management; Lead Generation.


Administrative Office Management: 

  • Management of VA support through effective systems and task planning
  • Create/update email templates used with clients/vendors in Briskine
  • Attend weekly Compass Oakland office meetings (virtually on Tuesdays, take notes, and report back to the team)
  • Plan weekly Talbot Team x Compass office meetings (virtually on Fridays)
  • Maintain office environment and supplies
  • Take ownership over the team Operations Manual
  • Oversee all database/CRM management and help scale operations as the business grows
  • Keep on top of the best real estate team structures, trends, and marketing

Listing Coordination and Client Management:

  • ​​Be the main point of contact handling customer inquiries and calls
  • Respond to all incoming client communications, the same day within normal business hours
  • Respond to internet leads promptly, professionally, and courteously
  • Make outbound calls to leads, clients, and vendors
  • Ensure outstanding relations with clients and identify opportunities to improve client relations with individual clients, as well as improve systems for ongoing excellence
  • Ensure smooth operation of systems for clients and agents, making revisions as needed
  • Send out Listing Agreement and Disclosures for signature via Docu-sign 
  • Work with VA to create pre-listing paperwork, listing presentations, and CMAs/pricing, schedule sign installation, photography, and staging
  • Build a listing in MLS system to include photography selection, remarks writing and input verification
  • Manage Showing System and instructions for each listing, as well as all feedback provided 
  • Manage listing and escrow calendars and timelines
  • Create project schedules for each new listing/buyer in Compass Business Tracker and proactively advise clients on what to expect and what to prepare
  • Order marketing materials: Just listed postcard, brochures, Open House flyer, any specific marketing requests for video, virtual tour, social media, etc.
  • Schedule all open houses and ensure showing coverage
  • Update Team spreadsheets and reports regularly with sales numbers, and various tracking information
  • Liaise and manage relationships with lenders, title/escrow officers, transaction coordinators, and vendors.
  • Project manage all listing preparations including contractors, interior designers, graphic artists, floor plan draftsmen, photographers, and videographers
  • Create monthly sales reports and keep agents informed as they work towards meeting sales goals

Lead Generation: 

  • Create Actions Plans for new leads and past clients
  • Create and send postcards and various mailers to GeoFarms
  • Update team website on a weekly basis
  • Create and order company swag, branded gifts for clients
  • Help with client appreciation event planning
  • Track marketing spend and create quarterly reports on lead conversion


  • College degree preferred; Business-related major or communications major preferred
  • Must obtain CA Real Estate License or be willing to work towards obtaining license
  • Occasional weekend or evening work
  • Proficiency in the task management system (trello, asana, click up, etc)
  • Experience using a CRM preferred
  • Proficiency in Canva, Adobe Creative Suite 
  • Previous experience in a real estate role

Key Skills:

  • Display excellent customer service skills
  • Self-motivated and able to work well independently
  • Able to set priorities, plan, organize tasks and complete tasks on time
  • Ability to effectively communicate both written and orally
  • Demonstrate problem assessment and problem-solving skills
  • Strong organization and follow-through, ownership, and accountability
  • Ability to learn new processes and procedures
  • Extreme attention to detail and accuracy
  • Desire to exceed customers’ and agents’ expectations

About Talbot Team

We empower our clients to make intentional real estate moves that draw on the power of design to help build wealth. We hope to make homeownership and home transitions achievable, beautiful, and fulfilling.

Paul and Jade have lived in Berkeley and Oakland but currently live in San Leandro with their two boys. The team currently has 5 realtors who work throughout the Bay Area helping people buy and sell homes in a demanding market.

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