Office Manager

Hometrack • Timonium, MD

4d • Onsite

About The Position

We are a fast-growing real estate photography and marketing company looking for an experienced Office Manager to join our leadership team. This is not a traditional administrative role. We are looking for a proven operator who can walk in, take ownership of day-to-day business operations, manage our team, and immediately begin reducing the operational load on executive leadership. The Office Manager will work directly alongside the CEO and Sales & Operations Manager to ensure daily operations run smoothly, team members are held accountable, workflows are efficient, and company initiatives are executed effectively. This person will have real authority, a seat at the leadership table, and a direct impact on how we grow. The ideal candidate is highly organized, decisive, experienced managing cross-functional teams, and thrives in fast-paced, high-volume service environments. You don't wait to be told what to do. You identify what needs to happen and make it happen.

Requirements

• 3+ years of experience in operations management, office management, team leadership, or a related field
• Proven experience directly managing cross-functional teams in fast-paced service environments
• Strong leadership presence — you can command respect from a team without micromanaging
• Experience supporting executive leadership or working closely with founders/CEOs
• Excellent organizational, communication, and follow-through skills
• Experience with CRM systems, scheduling platforms, and workflow management tools
• Openly embraces AI — you are excited about using AI tools to eliminate inefficiencies, save time for employees, and improve the client experience across the board
• You naturally close loops — you follow up, follow through, and make sure things actually get done
• Eager to grow — you are invested in your own development and in growing alongside the company
• Exceptionally organized — you keep people, priorities, and processes aligned without things falling through the cracks
• Outstanding follow-through — when you commit to something, it gets done, on time, every time
• Strategic thinker — you can zoom out, see the bigger picture, and help leadership think through decisions and operational direction

Nice To Haves

• Background in agency operations, creative production, field services, or client service businesses preferred

Responsibilities

• Directly manage and support daily operations across scheduling, production, editing, sales, and administrative departments
• Hold team members accountable to performance standards, deadlines, and company expectations
• Conduct monthly one-on-one performance meetings with employees across each department to review progress, address concerns, and reinforce accountability
• Serve as the go-to operational leader for internal team questions, conflicts, and daily priorities
• Maintain team communication, alignment, and follow-through across all departments
• Support hiring, onboarding, and performance management of team members and contractors
• Oversee daily workflow execution across multiple departments to ensure efficiency and consistency
• Identify and resolve operational bottlenecks, communication gaps, and recurring issues
• Maintain and improve SOPs, workflows, and internal operational systems
• Monitor KPIs, turnaround times, and team productivity across departments
• Ensure company initiatives and leadership decisions are communicated and implemented across teams
• Serve as a key operational support partner to the CEO and Sales & Operations Manager
• Help prioritize, coordinate, and execute leadership initiatives and operational projects
• Assist with internal reporting, project follow-up, and cross-department alignment
• Reduce executive workload by owning operational execution independently
• Participate in leadership meetings and contribute to strategic planning discussions
• Work alongside the team to manage the CEO's calendar, scheduling priorities, and internal projects to ensure leadership time is protected and organized
• Maintain and improve CRM systems, scheduling platforms, and operational reporting tools
• Actively identify and implement AI-driven tools and automation to streamline internal workflows, reduce manual tasks, and save time for both employees and clients
• Lead the development and rollout of automated systems across scheduling, communication, reporting, and client delivery processes
• Embrace and champion AI across all areas of the business from client-facing processes to internal operations with a mindset of continuous improvement and efficiency
• Maintain organization of internal documentation, operational resources, and process standards
• Identify recurring inefficiencies and recommend scalable solutions
• Support teams in maintaining high service delivery standards and client satisfaction
• Assist with operational escalations, scheduling conflicts, and client-facing workflow issues
• Monitor service delivery processes to ensure consistency, quality, and efficiency

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: No Education Listed