Executive Assistant & Ops Manager

Topaz HR•Toms River, NJ

1d•$70,000•Onsite

About The Position

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.

Requirements

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
Career-oriented mindset with desire for growth and long-term stability

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
Foster a professional, positive team and client experience