Operations Assistant Real Estate

Job Description

Real Estate Marketing & Operations Assistant for Fast Growing Real Estate Team

Location: Short Hills, NJ
Market served: Northern New Jersey (Essex, Union, and Morris Counties)
Reports to: Team Lead
Compensation: $65,000–$85,000 base + performance bonus
Time off: 2 weeks per year. Eligible after 90 days — first week available after 90 days, the second after 180 days during your first year.

About the team

We’re a busy, high-output real estate team. We list and sell homes across some of northern New Jersey’s most sought-after towns, and we help buyers find their place in the suburbs. The listings move fast, the marketing never stops, and the paperwork has to be right every single time. This role is the calm, structured center of that: the person who holds the process steady while everything around it moves.

Right now, we are doing too much of the behind-the-scenes work ourselves — and every hour on paperwork and coordination is an hour we’re not with clients. We’re hiring one organized, dependable person to run our marketing engine and own the back-office operations so we can stay focused on relationships and selling. We are expecting to double our revenue in 12 months.

If you like systems, checklists, and making sure nothing slips through the cracks, this is a role you can truly own.

What you’ll own

This role has three sides: marketing campaigns, client relationships (CRM), and transaction/back-office coordination. You’ll run these largely on your own once you’re up to speed, with weekly direction from us.

Marketing & campaigns

• Direct-mail campaigns to our seller contacts. Build and manage the campaign budget, maintain and expand our mailing address list (we already have a base list to work from), and send a mailer every two weeks on a reliable schedule.
• New construction & private/exclusive listings. We’ll hand you the list of homes; you organize it, keep it current, and send a clean weekly update to the team.
• Social media campaign point-of-contact. We run paid Instagram and Facebook campaigns targeting buyers through an outside agency. You’ll be the day-to-day contact managing that relationship — briefs, approvals, timelines, and reporting back to us.
• Print advertising. Coordinate our monthly front-and-back ad in the local paper (seller-focused), and manage additional publications as we add them.

Client database & communications

• Organize and maintain the client database into one clean, reliable CRM.
• Build and run drip campaigns, including a monthly newsletter, holiday greetings, and birthday wishes — so every past client and lead hears from us consistently.

Transaction & back-office coordination

• Prepare buyer and seller contracts
• Input new listings for sellers (MLS / CRM).
• Process paperwork to fully signed and compliant status on both the buy and sell side.
• Schedule photography and marketing for new seller listings
• Prepare open-house materials for our agents and help keep open houses organized and stocked.

What success looks like

The clearest measure of success in this role is simple: our team stops doing paperwork and coordination. When this role is working, our agents get to spend time with clients and closing deals — not chasing signatures, inputting listings, or scheduling photographers. You are the person who makes the back office run so quietly and reliably that we rarely have to think about it.

In the first 90 days, that looks like:

• Our mailer goes out every two weeks without us having to ask, and the campaign budget is tracked and current.
• The client database is consolidated, deduped, and driving an automated newsletter plus birthday and holiday touches.