Executive Assistant & Ops Manager
16 days ago
Toms River
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: Local candidates preferred Reports To: Team Leadership / Ownership Schedule: Monday – Friday with light weekend availability as needed Salary Range: $70,000 base salary plus monthly performance 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, • 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 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. Company DescriptionTopaz HR is a full-service human resources consulting firm that partners with growing businesses to streamline HR operations and build strong, compliant workplaces. Based in West Orange, New Jersey, Topaz HR provides strategic guidance and hands-on support across areas such as talent acquisition, employee relations, compliance, payroll and HRIS support, benefits consulting, and leadership development. With decades of combined HR and business experience, the Topaz team helps organizations attract, retain, and develop top talent while reducing risk and allowing leaders to focus on growing their business.Topaz HR is a full-service human resources consulting firm that partners with growing businesses to streamline HR operations and build strong, compliant workplaces. Based in West Orange, New Jersey, Topaz HR provides strategic guidance and hands-on support across areas such as talent acquisition, employee relations, compliance, payroll and HRIS support, benefits consulting, and leadership development. With decades of combined HR and business experience, the Topaz team helps organizations attract, retain, and develop top talent while reducing risk and allowing leaders to focus on growing their business.
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