Position Summary:

As the Business Operations Manager, you are the behind-the-scenes engine of our real estate team—ensuring that systems, marketing, client communications, and transactions run smoothly and professionally. You're responsible for keeping the business organized, efficient, and scalable while supporting our agents so they can stay focused on clients and closings.

You’ll manage administrative processes, streamline marketing, maintain our database, coordinate transactions, and drive the operational rhythm of our team’s success.

Key Responsibilities:

Administrative & Operational Support

Manage and maintain key business systems, processes, and documentation
Handle listing paperwork, MLS input & attachments, and file compliance
Organize and update team templates, pre-list kits, and listing presentations
Order for sale signs, feature sheets, lockboxes, and coordinate with vendors
Track and renew licenses, memberships, and key business registrations
Provide organizational and logistical support for team events, including annual charity fundraisers, ensuring seamless coordination with vendors, venues, and team members

Transaction & Listing Coordination

Coordinate listings: scheduling photography, staging, inspections, cleaners
Assist with transaction paperwork, listing agreements, and closing checklists
Ensure smooth handoffs between team members and clients at every stage
Support agents with booking showings and compiling comparables if needed

Marketing & Brand Management

Oversee social media posting (content calendar, scheduling, basic design)
Coordinate listing promotion: print materials, social posts, email marketing
Manage birthday/anniversary programs and surprise-and-delight client touches
Assist with promotion and communications for charity events and community initiatives, including invitations, social posts, signage, and day-of support
Maintain and update website with current listings and team info

CRM & Database Management

Own Follow Up Boss database: tagging, updates, automations, cleanup
Track client lifecycle stages and support agents with follow-up scheduling
Build reports on team metrics, referral sources, and business development

Financial & Office Support

Oversee basic bookkeeping: receipts, invoices, bill payments, expense reports
Coordinate with external bookkeeper/accountant as needed
Manage team calendar, office supply ordering, and general logistics
Help prepare stats and data for team meetings and goal setting

Ideal Candidate Profile:

Highly organized, proactive, and detail-driven
Strong communication and tech skills (Follow Up Boss, Canva, Google Drive, MLS)
Ability to manage multiple moving pieces with a calm, solution-focused mindset
Experience in real estate admin, ops, or marketing is a strong asset
Thrives in a team-oriented, high-integrity, community-minded culture

Why This Role Matters:

This role is essential to our team’s long-term success and sustainability. You’ll keep our systems tight, our agents supported, and our clients cared for—ensuring we continue delivering a high-touch experience while growing our impact and business.

HOW TO APPLY:

We’re not looking for a generic cover letter—we’re looking for someone who thrives in organized chaos, loves making things better, and brings a mix of creativity and operational magic to our real estate team. To help us find you, we’ve designed an application process that reflects the actual skills this role requires.

Please complete the 3-part application below and follow each instruction carefully:

Part 1 – Unique Cover Letter (Creativity + Detail-Oriented)
Create a one-page visual cover letter saved and submitted in JPEG format.
Your JPEG should include:

A short intro about you
A quote that inspires your approach to work or leadership
One way you believe you could bring value to our team (a tool, idea, or strength you’d bring to the table)

We’re looking for creativity here—not just words. Design it using a platform like Canva, Google Slides, or any visual tool you’re comfortable with. Think of it as a mini marketing piece that introduces you the way you'd help present our team—clean, polished, thoughtful, and on-brand.

Part 2 – Listing Coordination Challenge (Attention to Detail)

You’ve just received this message from one of our agents:

"Hey! We just signed a new listing—a 3-bed townhouse in Bowmanville. The seller wants to hit the market next Friday. We’ll need photos, staging, and all marketing ready. Can you help get things rolling?”

In a short checklist or bullet list, tell us what you’d do in the first 24-48 hours to get this listing live. (Think: who you’d contact, what you’d schedule, what materials you’d prepare.)

Part 3 – Problem Solving Scenario (Calm + Capable)

Answer this prompt in 200 words or less:

The photographer just canceled at the last minute, and the “for sale” sign hasn’t been installed as scheduled. The client is anxious and asking for an update. What do you do? Submission Instructions (Bonus Detail Test!)

Email all three parts to info@diraddorealestate.com
Subject line must include the word pineapple
Include your name and phone number in the body of the email
Attach your JPEG cover letter, and include Parts 2 & 3 in the body of the email or as a PDF

Job Type: Full-time

Pay: $40,000.00-$50,000.00 per year

Schedule:

Monday to Friday
Weekends as needed

Work Location: Hybrid remote in Oshawa, ON L1G 3V2

Diraddo Real Estate

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Business Operations Manager