Office Operations & Growth Coordinator

RE/MAX Ace Realty•Downingtown, PA

7h•Onsite

About The Position

We are a growing real estate firm seeking a highly organized, proactive Office Operations & Growth Coordinator to support leadership, streamline operations, and drive lead conversion and marketing consistency across the office. This is a full-time position in the office, 35 hours a week, with occasional Saturdays for special events. Hours are Mon- Fri, 9-4 pm. This is not a traditional admin or front desk role. This position exists to: Protect leadership’s time, Ensure no lead falls through the cracks, Support agent marketing and follow-up systems, Coordinate meetings, events, and communications. If you enjoy building systems, staying organized, and helping turn opportunities into results, this is a high-impact role with real growth potential.

Requirements

1–3+ years of experience in an administrative, operations, marketing, or coordination role
Strong organizational and time management skills with the ability to manage multiple priorities simultaneously
Excellent written and verbal communication skills with a professional, client-facing tone
High attention to detail and ability to follow structured systems and processes
Proactive positive mindset with the ability to take initiative and solve problems independently
Microsoft Office Suite (required): Outlook (email + calendar management), Word (document creation and formatting), Excel (basic tracking, lists, simple reporting)
Canva (editing social media graphics, flyers, postcards, letters, forms)
Basic understanding of branding consistency and visual presentation
Familiarity with Facebook, Instagram, and LinkedIn
Ability to schedule posts, upload content, and follow content calendars
Understanding of basic engagement (comments, messages, tagging, etc.)
Experience entering and managing contacts in a CRM (real estate CRM a plus)
Ability to track leads, update notes, and manage follow-up tasks
Comfortable using templates for email/text follow-up
Experience with calendar systems (Google Calendar, Outlook, Calendly or similar)
Ability to coordinate multiple schedules and manage confirmations/reminders
Ability to execute repeatable marketing systems using templates (not design from scratch)
Comfortable collecting and organizing listing data, photos, and marketing inputs
Ability to coordinate events, timelines, and communication across multiple parties
Strong follow-up discipline to ensure tasks, leads, and communications are completed
Professional and confident communicator (phone, email, text)
Strong sense of urgency and responsiveness
Ability to stay calm and organized in a fast-paced environment
Team-oriented with a “how can I help move this forward” mindset
Discretion and professionalism when handling business operations and communication

Nice To Haves

Real estate experience is a big plus, not required
Familiarity with real estate platforms (MLS, KvCore/ BoldTrail, Homes.com, Listing to Leads etc.)
Experience with email marketing tools (Mailchimp, Constant Contact, etc.)
Exposure to basic marketing coordination or content scheduling

Responsibilities

Schedule and manage all recruiting and vendor meetings
Confirm, remind, and reschedule appointments as needed
Prepare basic context for leadership before meetings
Act as a gatekeeper to protect time and reduce interruptions
Answer incoming calls and direct inquiries professionally
Greet occasional walk-ins and maintain a welcoming office environment
Keep the office organized, stocked, and running efficiently
Handle general administrative coordination
Execute pre-built marketing templates (Just Listed, Just Sold, Open House)
Coordinate agent inputs (photos, details, captions)
Maintain consistency across agent branding and messaging
Support vendor and partner co-marketing efforts
Plan and execute marketing for office events (e.g., Cars & Coffee, networking events)
Coordinate vendor participation and logistics
Send invitations, reminders, and follow-up communications
Assist with on-site event coordination when needed
Coordinate and schedule office newsletters
Maintain consistent communication cadence
Organize and distribute content using templates
Assist with onboarding agents into marketing support programs
Ensure consistent delivery of services using repeatable systems
Track participation and maintain organized records
Help refine processes as the program grows
Answer and respond to inbound calls, inquiries, and online leads
Capture key details (name, timeline, price point, motivation)
Enter and organize leads in CRM or tracking system
Execute initial follow-up (text/email templates)
Route qualified opportunities to agents or leadership
Assist with follow-up tracking to ensure no lead is lost