Exec Assistant & Ops Manager

Job Description

Job Description

Company Overview
Our client is a high-performing real estate organization specializing in residential sales, listings, and transaction management. With a collaborative team of approximately 10 agents and staff, the organization operates in a fast-paced, performance-driven environment focused on client service, deal execution, and continued growth. The team values professionalism, accountability, and operational excellence, with strong leadership involvement in daily business strategy and execution.

Position Overview
The Executive Assistant & Operations Manager serves as a strategic partner to leadership, overseeing real estate transactions and operational workflows to ensure deals move efficiently from listing through closing. This role combines executive support, transaction coordination, and operations management, with responsibility for maintaining organization, compliance, and team coordination in a fast-paced environment.

The ideal candidate is highly organized, detail-oriented, and adaptable, with a DISC profile reflecting strong Dominance and Compliance traits. They are professional, emotionally steady, and capable of building positive relationships while maintaining operational control. This is a career-oriented opportunity with long-term growth potential.

Location: Tom’s River, NJ
Reports To: Team Leadership Employment
Type: Full Time, On Site
Schedule : Monday – Friday Salary
Range: $70,000/yearly + monthly bonuses
Benefits: Health insurance provided; paid holidays

Key Responsibilities

• Oversee and manage real estate transactions from listing through closing, ensuring accuracy, compliance, and timelines are met
• Coordinate contracts, documentation, and client comm. across multiple active deals
• Prepare listing materials, CMAs, and transaction docs. for signatures and submission
• Maintain CRM systems and int tracking tools to ensure organized and up-to-date records
• Monitor deadlines, inspections, attorney reviews, and closing req. keep deals progressing
• Coordinate vendors, photos, showings, signage, and lockbox logistics
• Ensure compliance with brokerage requirements and regulatory doc. standards
• Prepare commission statements and coordinate financial documentation with bookkeeping support
• Oversee operational workflows, reporting tools, and sales tracking systems
• Support leadership with scheduling, reporting, and operational decision-making
• Assist with client experience initiatives including communication, gifts, and reviews
• Provide executive and administrative support to leadership as needed
• Act as the central point of communication for agents, clients, attorneys, and vendors
• Foster a professional, positive team and client experience

Qualifications

• Active Real Estate License strongly preferred
• Minimum of 3 years of experience in real estate operations, executive assistance, transaction coordination, or office management
• Strong organizational skills with exceptional attention to detail and compliance focus
• Ability to manage multiple priorities in a fast-paced environment
• Professional comm. skills with the ability to build rapport while maintaining authority
• Proficiency with Microsoft Office, Excel, and real estate CRM systems
• Strong problem-solving ability and decision-making confidence
• Career-oriented mindset with desire for growth and long-term stability

Compensation
The published salary range is used as a guide to provide prospective candidates with a level of compensation that is competitive with today’s market. The salary range for this position is a good faith estimate that allows for flexibility to align with various levels of experience, education, and performance.

EEO Statement
Topaz HR is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, gender, national origin, age, disability, or any other status protected by applicable law. We are committed to creating an inclusive environment for all employees.

Please Note: Topaz HR is conducting this search on behalf of one of our clients. The employer’s name will be disclosed during the interview process, and all hiring decisions will be made directly by the client.

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