Real Estate Operations Coordinator

Real Estate Operations Coordinator
Hinchman Realty Group

Employment Type: Full Time

Hours: 8:00am - 5:00pm, Monday - Friday. On call from 5:00pm - 8:00pm when necessary to help address occasional deadlines.

Position Overview

The Operations Coordinator plays a critical role in supporting day-to-day office operations, agent services, and transaction-related coordination in a fast-paced Keller Williams real estate environment. This person is highly organized, tech-capable, detail-driven, and dependable—able to manage multiple moving parts while ensuring systems, communication, and execution stays smooth, accurate, and in state compliance for TN and GA. This role requires a proactive problem solver who thrives in a dynamic workspace, can shift priorities quickly, and maintains a high standard of professionalism and confidentiality.

Operational & Administrative Support

• Maintain organization of internal files, documents, and workflows with precision
• Support agent needs through scheduling, task prioritization, and follow-up tracking for time-sensitive items
• Maintain consistent communication with vendors, agents, and clients as needed
• Signer for property checks and other financial processing for business
• Be solutions-oriented; recommend solutions to agent when presented with problems.
• Minor real estate asset management
• Minor real estate project management
• Be proactive while always deferring to agent's preferences and approval.
• Write and process checks and other financial information (official signer) after approval.

Systems & Transaction Coordination

• Support CRM activity, database cleanliness, task tracking, and follow-up workflows
• Coordinate showings via BrokerBay
• Manage accuracy and organization of records in Google Suite
• Prepare, send, and manage forms via DocuSign
• Assist with documentation and administrative tracking using CRS Tax Suite

Process Improvement & Execution

• Follow established systems while continuously looking for ways to improve efficiency
• Communicate gaps, issues, and needs before they become problems
• Take independent ownership of assigned projects without repeated prompting

Required Skills & Competencies

• Ability to quickly learn new systems
• Extremely high attention to detail
• Ability to learn quickly and adapt to new systems and workflows
• Strong written and verbal communication skills
• Excellent organization, time management, and task tracking habits
• Willingness and ability to work variable hours depending on business need

Experience Requirements

• 3+ years of experience in a fast-paced administrative, operations, or coordinator role
• Strong track record of supporting a team, managing deadlines, and maintaining accurate documentation
• Real estate, transaction coordination, or brokerage operations experience strongly preferred

Pay: $40, $60,000.00 per year

Benefits:

• Paid time off

Work Location: In person