Business Operations Lead, Real Estate Systems

Overview:
We are a small, fast-moving real estate team building a custom CRM and internal operating system. We are looking for a full-time Business Operations Lead who can help turn messy real-world workflows into clear, repeatable systems that actually get used.

This is not a generic VA role and not a documentation-only role. Documentation matters, but the real job is understanding how work flows through the business, identifying gaps, creating reliable processes, coordinating execution, and reducing the amount of founder involvement needed to keep things moving.

You will work closely with the founders, developer, and tea ---------- mbers across CRM, Slack, ---------- , Notion, AI tools, listing operations, marketing workflows, and internal systems.

What You’ll Be Doing
- Understand how work currently flows across the business
- Turn messy workflows into clear, repeatable processes
- Create high-level workflow maps and specific step-by-step SOPs
- Run a process yourself before documenting it, so the SOP reflects reality
- Identify gaps, edge cases, unclear ownership, and failure points
- Maintain and improve existing systems instead of treating them as one-time projects
- Turn meetings, Looms, Slack discussions, and founder explanations into clear next actions
- Help coordinate work between founders, operations, marketing, and development
- Use AI tools to help you learn, organize information, draft notes, and improve outputs
- Communicate clearly in Slack with concise, decision-ready updates
- Surface ambiguity early, but with context and a recommendation
- Help build the systems that will allow us to hire and train future tea ---------- mbers

What Matters Most
We need someone who can reduce founder drag, not create more review loops.

You should be able to:
- Think in workflows, not isolated tasks
- Handle ambiguity without freezing or guessing silently
- Know when to ask, when to batch questions, and when to take a reasonable best guess
- Understand the difference between reversible decisions and high-stakes decisions
- Bring recommendations instead of vague blockers
- Learn from feedback and apply the pattern to future tasks
- Use AI as a thinking partner, not as a replacement for judgment
- Communicate clearly and consistently in Slack
- Follow existing SOPs, but also notice when they are unclear, outdated, or incomplete
- Care about accuracy, structure, and execution quality

What This Role Is Not
- This is not a task-taker role.
- This is not a role where you wait for perfect instructions.
- This is not a role where you create documents just to look busy.
- This is not a role where AI does the thinking for you.
- This is not a role where every small question gets sent back to the founder immediately.

We are looking for someone who can grow into real operational ownership. You do not need to know our business on day one, but you must already have strong baseline judgment, communication, organization, and process thinking. We can train the business context. We cannot train basic ownership from scratch.

Tools You’ll Use
- Slack
- ----------
- Notion
- Google Drive / Google Docs / Google Sheets
- Canva
- AI tools such as ChatGPT, Claude, and Gemini
- Custom CRM
- WordPress and other simple operational tools

About the Company
We are a real estate team based in Richmond Hill, Ontario, focused on building a high-quality, systems-driven business. The founders are busy with sales, listings, clients, marketing, and CRM development. We need someone who can help create order, improve workflows, and keep operations moving without everything depending on the founders’ memory.

This role has room to grow. The right person can become a core operations leader in the business and help build the systems, hiring process, and team structure for future growth.

Pay
$7–15 USD/hour depending on skill, judgment, and fit.
Full-time role.

To Apply
Please answer the following:

Describe a messy workflow or repeated task you have helped improve before. What was messy, what did you change, and what was the result?
Tell us about one time instructions were unclear. What did you do before asking your manager for help?
How do you use AI tools in your work? Give a specific example.
Record a short Loom video, maximum 3 minutes, explaining why you think you would be a strong fit for this role. Please speak naturally. We are looking for clear thinking, not a polished script.