Job Summary
We're one of Lake Country's fastest-growing real estate teams, and we're looking for a detail-oriented, systems-minded Admin / Operations Coordinator to be the backbone of our day-to-day operations. Our previous admin moved on to launch her own real estate career — we like to think we had something to do with that — and now we need a right-hand person ready to step into a key role and make it their own.
This isn't a typical real estate administration job. You'll own transaction coordination from contract to close, run our marketing and social media presence, and help us build AI-powered systems for lead generation and operational efficiency. We see this as a 1–2 year foundation and growth opportunity: as our production scales, your role and responsibilities grow with it. You'll work directly with team leaders Jeff and Mackenzie and play a hands-on role in onboarding new agents as we expand.
Responsibilities
Transaction Coordination (Buyer & Seller Side)
- Manage 10+ transactions per month from contract to close
- Own all critical date tracking and deadline management using our in-house Google Sheets TC tracker (open to evolving this if you know a better tool)
- Coordinate with title companies, lenders, inspectors, and other parties to keep transactions moving
- Ensure all documents are complete, compliant, and properly filed in KW Command
- Prepare and send basic documents and assist with offer drafting
- Communicate proactively with clients throughout the transaction and flag issues early
- Help refine and systematize the TC process over time — with a long-term goal of offloading repetitive work through AI or a dedicated TC hire
Operations & Administrative Support
- Keep the team organized and running on well-defined systems — and hold everyone accountable to them
- Support client communication and overall client experience
- Manage and organize the database in KW Command
- Handle MLS saved searches, paid lead routing, and follow-up support
- Assist with event planning (2-3 team events per year)
- Provide day-to-day support to Jeff, Mackenzie, and team agents, including office errands and occasional showing/walkthrough assistance if licensed.
Marketing & Content
- Manage and execute our social media presence, primarily on Facebook and Instagram
- Create on-brand graphics, posts, and marketing materials using Canva
- Build and run paid and organic marketing campaigns
- Keep our content calendar consistent and our brand sharp
AI & Systems Development
- Dive deep into AI tools and bring back what you learn to the team
- Lead development of AI-assisted systems for lead generation and operational efficiency
- Help automate repetitive tasks so the team can focus on selling
Agent Onboarding & Growth
- Support onboarding and integration of new agents as the team roster grows
- Help build the systems and processes that make scaling possible
Qualifications
- Experience in real estate administration or transaction coordination, or have had/currently has Real Estate license and has some experience selling houses.
- Highly organized with a systems-first mindset — you don't just build processes, you stick to them
- Strong communicator who keeps everyone in the loop without being asked
- Experience in marketing, content creation, or social media management preferred
- Comfortable with Canva and creating polished, on-brand marketing materials
- Hands-on experience managing Facebook and Instagram for a business or brand
- Genuinely curious about AI — you've explored tools like ChatGPT and you're excited to go further
- Self-starter who doesn't need hand-holding to figure things out
- Hungry to be part of a growing team and to grow alongside it
Bonus points if you have:
- Background in running paid social media advertising
- Familiarity with CRM platforms or real estate-specific tools
- Hands-on experience implementing AI workflows or automation
Compensation & Perks
- Competitive base salary (negotiable based on experience)
- 40 hours/week, flexible 8–4 or 9–5 Monday–Friday, with 2–3 remote days per week
- Paid holidays including your birthday, major federal holidays, Christmas Eve, Good Friday, and more
- PTO provided (Negotiable)
- Gas reimbursed for any errands you may run for us
Why Join Us
- Be part of an up-and-coming top team in the Lake Country market
- Real ownership over your role — you'll shape what this position looks like
- A team that values innovation and wants to do things differently
- Room to grow: this role is designed to evolve as we do
Pay: $45,000.00 - $60,000.00 per year
Benefits:
- Flexible schedule
- Paid time off
Work Location: Hybrid remote in Hartland, WI 53029
