Virtual Operations Manager + Transaction Coordinator

Virtual Operations Manager + Transaction Coordinator
Chandler Gross Group at Real Broker
Remote | Full-Time | Long-Term Role

ABOUT US

Chandler Gross Group at Real Broker is one of Northern California's leading real estate teams. Led by Nicole Gross — a second-generation REALTOR® and Certified Luxury Home Marketing Specialist with over 26 years of experience — our seven-agent team operates across six divisions: Residential, Luxury, Agricultural Land & Ranch, New Construction, Outdoor Recreational & Conservation, and Commercial & Development. We serve Greater Sacramento, the Central Valley, the River Delta, and the foothill counties.

We are in aggressive growth mode. We are building the systems, the team, and the infrastructure to match where we are going. Every hire we make is intentional. Every role we post is critical. If you are looking for a place to coast, keep scrolling.

WHAT THIS IS

This is the most critical hire we are making. Our Virtual Operations Manager and Transaction Coordinator is the engine room of Chandler Gross Group. You keep every deal moving, every client informed, every marketing campaign out the door, every deadline met, and every platform current. You are the team leader's right hand. You protect this team's reputation every single day.

We are not building a role for someone who needs to be managed. We are building a role for someone who manages everything else. If you need process handed to you step by step, this is not your seat. If you come in, assess what needs to exist, build it, and own it — read on.

TRANSACTION MANAGEMENT

- Own every file from executed contract through close — zero exceptions, zero dropped balls
- Manage all compliance documentation and file submission through Real Broker's platform
- Track all deadlines, contingencies, inspection periods, and closing dates across every active file simultaneously
- Maintain the team Trello board with accurate, real-time transaction status
- Coordinate directly with escrow, title, lenders, and cooperating agents without being prompted
- Send proactive client communication at every milestone — offer accepted, under contract, inspection complete, appraisal ordered, clear to close, closing day, and post-close
- Build and continuously improve templated email sequences for every transaction stage
- Identify problems before they become crises and resolve them independently

MLS AND CRM MANAGEMENT

- Input and manage all MLS listings — accurately, completely, and on time every time
- Maintain the CRM with clean records, accurate tags, pipeline stages, lead sources, and activity notes
- Ensure every lead is entered, categorized, and assigned with no gaps or duplicates
- Audit the database regularly and eliminate stale or incomplete records
- Manage GoHighLevel workflows and sequences once the system is built

CLIENT EXPERIENCE AND REVIEWS

- Own the client appreciation database — birthdays, anniversaries, milestones — and execute outreach consistently
- Manage and execute the post-close review request process across Google, Zillow, ---------- , and Yelp
- Monitor and respond to reviews across all platforms in a timely and professional manner
- Maintain and update all real estate platform profiles — Zillow, ---------- , Redfin, Google Business Profile — keeping information current, accurate, and reflective of current market positioning
- Track platform trends and flag opportunities to improve our presence or ranking

MARKETING AND COMMUNICATIONS

- Execute email newsletters, market updates, and client campaigns through GoHighLevel
- Coordinate social media post scheduling across platforms with the content team
- Send expired listing letters and direct mail campaigns on schedule — no reminders needed
- Coordinate listing marketing logistics — photography, signage, flyers, and online syndication
- Support event planning and execution for client appreciation events, open houses, and team initiatives
- Ensure no marketing deadline is ever missed

TEAM OPERATIONS

- Manage the team leader's calendar and coordinate scheduling across agents and vendors
- Handle vendor communication and follow-through without supervision
- Build and maintain SOPs for every process you own
- Prepare weekly transaction and pipeline reports for tea ---------- etings
- Be the operational core that lets agents stay focused on clients instead of chasing paperwork

WHAT WE REQUIRE

- Proven real estate transaction coordination experience — multiple files simultaneously, high volume
- MLS input experience — METROLIST strongly preferred
- CRM management proficiency — GoHighLevel, Follow Up Boss, kvCORE, or equivalent
- Platform management experience — Zillow, ---------- , Redfin, Google Business Profile
- Exceptional written communication — warm, professional, and on-brand without editing from us
- Obsessively organized and deadline-driven — this is the baseline, not the bar
- Proactive, solutions-first mindset — you do not wait to be told something is wrong
- Absolute discretion — you handle confidential client, transaction, and financial information daily
- Tech-proficient and self-directed — you figure out new platforms, you do not ask for tutorials
- Available during core Pacific Time business hours

NICE TO HAVE

- California real estate license or TC certification
- Experience with Real Broker's compliance platform
- GoHighLevel proficiency
- Experience supporting a multi-agent, high-volume team

COMPENSATION

Competitive — commensurate with experience. Long-term role with real growth opportunity as the team scales.

HOW TO APPLY

Subject line: Ops Manager — Chandler Gross Group

Send us:
1. Resume with transaction coordination scope clearly outlined
2. Tools and platforms you have used in previous real estate roles
3. Availability and preferred hours
4. Answer this or don't apply: Tell us about the most complex transaction you have ever managed — what made it hard and how did you keep it on track?

We review every application personally. Generic submissions go straight to the trash.