Operations Manager & Executive Assistant — Modern Real Estate Team

Sebastopol / West Sonoma County

Location: Work from home in Sonoma County. Must live within ~20 minutes of Sebastopol for in-person tasks.
Type: Full-time, W2
Compensation: Base salary $90,000–$130,000, plus performance bonuses. A fully licensed, experienced operator lands at the top of that range, and total compensation grows as the business grows.

The Opportunity

We are building a modern real estate operation in West Sonoma County, targeting $100M in annual volume by 2028. We run on AI, automation, and smart systems so the business scales without sacrificing client experience.

You will work directly with the Team Founder — an established Sonoma County agent with a proven, profitable business: $20M in volume and 23 closed transactions in 2025, steady inbound leads, a trusted local vendor network, and hundreds of client relationships.

This is a ground-floor role that owns the operational side of the business end to end. Guaranteed base, bonuses on production, and scope and pay that grow as the business does. If you solve problems big and small, treat a CRM as a living system rather than a filing cabinet, and take pride in an operation that runs like clockwork, this role was built for you.

What You Own

Systems & Process (your center of gravity) — This is the heart of the role. Document what works, fix what doesn’t, and surface gaps before they become problems. You build repeatable workflows, wire up automations, and keep SOPs living in Notion. The operation gets sharper every month because you are paying attention — and the systems you build are what let the business scale toward $100M without breaking.

Client Operations — The client relationship layer from first contact onward. Airtight CRM hygiene in Follow Up Boss, proactive communication with buyers, sellers, and partners, and a long-term nurture system that keeps our best relationships warm. No client gets lost. No follow-up gets skipped.

Inbox & Calendar Triage — Own daily operational activity: triaging the inbox, scheduling showings, and handling routine coordination so agent time stays on clients and negotiations.

Listing Prep & Logistics — Run listing prep like a project: contractors, supply orders, landscaper, staging quotes, and photography. Coordinate tours and showing schedules, and log every interaction in Follow Up Boss.

Transaction Coordination (with our TC) — We already have a trusted transaction coordinator, so you won’t run TC from scratch. You partner with them to keep California deals on track from acceptance to close — watching deadlines, contingencies, and disclosures, keeping the CRM and calendar in sync, and flagging risks early. You own the handoffs and the client-facing pieces; your TC owns the paperwork.

Who Thrives Here

• Detail-oriented by nature; you take satisfaction in supporting a team, not selling
• You work best with autonomy
• You are comfortable in a fast-moving environment
• You think in systems, not tasks
• You want to work from home with flexible, sustainable hours and room to flex when a transaction demands it

This role fits experienced operations and coordination professionals from any industry — including strong administrators re-entering the workforce or coming out of tech. Real estate experience helps, but the mindset matters more.

Preferred Qualifications

• Operations, systems-building, or executive-support experience — you’ve built or run processes other people rely on
• Comfort with Notion, Follow Up Boss, automation, and modern productivity tools
• Active California real estate license (preferred, not required — unlicensed candidates can own the large majority of this role)
• Transaction coordination experience or familiarity with CAR forms and disclosures, or the drive to learn them fast
• Spanish fluency is a meaningful advantage in our Sonoma County market

Compensation & Growth

Full-time W2. Base salary of $90,000 to $130,000, depending on experience, real estate license, and Spanish fluency, plus performance bonuses tied to business growth, paid twice a year (July and January). A licensed, experienced operator starts toward the top of that range. Bonus rates favor database-driven business, the heart of our long-term strategy. As the business scales from $20M toward $100M in volume, your compensation and scope scale with it. Full bonus structure and multi-year roadmap shared during interviews.

How We Work

Real estate does not run on a fixed schedule, and we will not…