Real Estate Operations Assistant
Full-Time | In-Person | Louisville, KY | Growth Path: Operations Manager
Who We Are & Where We're Going
Our Mission
We are in the business of supporting people through life's most significant changes — making sure every person we serve feels seen, heard, and supported. We help clients understand their options so they can make the best decisions for themselves and their families, with confidence and clarity at every step.
Our Vision
To build a business where growth and humanity are never in conflict. We believe clients deserve exceptional care, employees deserve room to flourish, and profit should be a byproduct of doing both well.
We are growing — 50 to 100 percent unit growth year over year is the goal — but never at the expense of the care, quality, and conscience that make this work meaningful. If that sounds like a place you want to help build, keep reading.
About This Role
This role exists to protect what only the agent can do.
We are a real estate practice with Keller Williams Collective, built around life transitions — downsizing, right-sizing, upsizing, and multigenerational living. The business runs on genuine human connection and it is growing. The next step is not more hustle. It is the right person running operations so the focus can stay on clients, relationships, and growth.
Here is the honest truth about how this business works: the agent is a big-picture thinker and a relationship builder. The vision is clear. What is needed is someone who is wired to execute it — someone who sees a process that needs building and builds it, sees a gap and closes it, and finds genuine satisfaction in making a complex business run cleanly behind the scenes.
This is not a marketing job with some admin mixed in. This is an operations role with marketing responsibilities. The right person is organized by nature, detail-oriented by instinct, concerned about doing things the right way, and energized by the kind of work that keeps everything else from falling apart.
What You'll Own
Listing Operations
- Own the listing launch checklist from photos to go-live — nothing falls through the cracks
- Coordinate photo shoots — be present to ensure the home is show-ready before the photographer arrives
- Manage virtual staging, twilight photo creation, and photo editing and organization
- Write and update MLS remarks trained on the SEO and Fair Housing standards
- Build and distribute the full listing marketing suite — flyers, postcards, social graphics, print materials, and binders
- Pull and log weekly analytics across MLS, Zillow, Realtor.com, and Homes.com
- Write and send the weekly seller update email
- Collect showing feedback from agents within 48 hours of every showing
- Coordinate signs, lockboxes, and HOA documents at every appropriate transaction stage
Transaction Coordination
- Serve as transaction coordinator — manage timelines, deadlines, and paperwork from contract to close
- Prepare and send transaction documents at each appropriate stage
- Send transaction milestone communications to clients throughout the process
- Manage post-closing follow-up and review requests on Google and Zillow
→ Accuracy and timeliness in this area are non-negotiable — details in transactions have real consequences
Systems & Operations
- Manage Follow Up Boss daily — contacts, tags, sequences, and pipeline organization
- Review pipeline together daily — flag anything slipping before it becomes a problem
- Build and document SOPs for every repeatable task — nothing lives only in someone's head
- Own calendar management, appointment scheduling, and inbox triage
- Coordinate open house logistics — prep, agent coordination, materials, and follow-up sequences
- Manage client gifting, touch plan execution, postcard campaigns, and milestone outreach
- Identify and implement tools and technology to make operations faster and more reliable
- Leverage AI tools and large language models fluently to streamline content creation, reporting, drafting, and research
→ Comfort with AI tools like Claude, ChatGPT, and other LLMs is a genuine advantage in this role — we use them daily
Marketing & Content
- Create and schedule social media content across Facebook and Instagram
- Build listing graphics, email campaigns, and marketing materials in Canva
- Write and send email newsletters and database outreach
- Assist with YouTube content as the role develops
- Monitor Google Ads performance and report weekly
- Manage website content
→ The agent sets strategy and approves all client-facing content — this role owns execution
What We're Looking For
- You are organized by nature — your systems, your files, and your communication reflect it without being asked
- You are concerned about doing things the right way — quality and accuracy matter to you personally, not just professionally
- You build processes and document them — you don't just do things, you make them repeatable
- You take ownership without being told twice — if something needs doing, you do it
- You communicate proactively — the agent never has to chase you for an update
- You are calm under pressure and deadline-driven — real estate does not run on a 9-to-5 schedule
- You are warm and professional — clients will feel your presence even when the agent is not in the room
- You are coachable — you receive feedback without defensiveness and improve quickly
- You are trustworthy and discreet — client relationships and information are sacred here
- You are comfortable with AI tools and see them as a competitive advantage, not a shortcut
- Experience with CRM tools, Canva, and Meta platforms is a strong plus
- Real estate experience is not required — the right person will learn the industry
Before You Apply
- This is a full-time, in-person role based in Louisville, KY
- Occasional weekend availability is required for listing launches, photo shoots, and open houses
- This role is not a path to becoming a real estate agent — it is a path to Operations Manager
- You will have access to client relationships and brand assets — discretion is non-negotiable
What You Can Expect
- A role where your work visibly moves the business forward every single day
- A leader who is direct, transparent, and genuinely invested in your growth
- To be treated as a person, not just an employee — your goals and growth matter here
- A clear path to Operations Manager as the business scales
- $40K annual salary | Full-time | In-person | Louisville, KY
- A 90-day mutual evaluation — we want this to be the right fit for both of us
How to Apply
Send your resume along with a short note — not a cover letter, just two or three sentences. We want to know why this role is the right fit for you right now, and we want to hear how you think, not just what you have done.
In your note, tell us about one system or process you built or improved — what was broken, what you did, and what changed because of it.
Please use the subject line: Executive Assistant — [Your First and Last Name]. Applications that do not follow this format will not be reviewed.
Pay: From $40,000.00 per year
Work Location: In person
