KBM Realty, Inc.
Website:
kbm-realty.com
Job details:
Employment Type: Part-Time/Full Time (20-40 hours/week)
About the Opportunity
We are seeking a highly organized, proactive, and detail-oriented Executive Operations Coordinator to support the day-to-day operations of a growing Chicago real estate business.
This is not a traditional virtual assistant role. You will work directly with the business owner to coordinate operations, manage administrative workflows, oversee client communication, and ensure projects and transactions move efficiently from start to finish.
The ideal candidate thrives in a fast-paced environment, enjoys improving efficiency, and takes pride in keeping people, projects, and processes organized. This role is responsible for executing, maintaining, and enhancing established business systems—not creating them from scratch.
Primary Responsibilities
Executive Support
- Manage and maintain the executive calendar.
- Coordinate appointments, meetings, and travel as needed.
- Organize daily priorities and follow-up items.
- Manage and organize email communications.
- Prepare meeting agendas and document action items.
- Maintain organized digital files and business records.
Client & Transaction Coordination
- Serve as the primary administrative point of contact for clients.
- Schedule buyer and seller consultations.
- Coordinate communications with lenders, attorneys, title companies, inspectors, and vendors.
- Prepare transaction files and client document packages.
- Request and track outstanding documents.
- Monitor transaction milestones and critical deadlines.
- Ensure clients receive timely updates throughout the transaction process.
Operations Coordination
- Execute and maintain established business workflows and procedures.
- Keep Asana, CRM, and internal tracking systems current and accurate.
- Monitor ongoing projects and ensure deadlines are met.
- Identify workflow bottlenecks and recommend practical improvements.
- Update operational documents, checklists, and Standard Operating Procedures as business processes evolve.
- Prepare weekly operational reports and KPI summaries.
- Ensure consistency across all administrative processes.
Team Coordination
- Coordinate daily tasks with virtual team members.
- Monitor assignments and follow up on outstanding work.
- Help maintain accountability across the team.
- Communicate project updates and priorities.
- Support onboarding and training for new team members as directed.
Administrative Support
- Prepare presentations, reports, and business documents.
- Research vendors, software, and service providers.
- Assist with event coordination and special projects.
- Maintain organized records for clients, transactions, and business operations.
Qualifications
- Exceptional organizational and time management skills.
- Excellent written and verbal English communication.
- Strong attention to detail.
- Ability to manage multiple priorities simultaneously.
- Professional, resourceful, and dependable.
- Self-starter who takes initiative while following established processes.
- Comfortable working independently in a remote environment.
Preferred Experience
- Executive Assistant or Operations Coordinator experience.
- Real estate administrative experience preferred.
- CRM management experience.
- Google Workspace and Microsoft Office.
- Project management software such as Asana, ClickUp, or Monday.com.
- Familiarity with real estate transaction coordination is a plus.
Key Performance Indicators (KPIs)
Success in this role will be measured by:
- Executive calendar maintained with zero scheduling conflicts.
- Client communications responded to promptly and professionally.
- 100% of transactions accurately tracked from contract to closing.
- Weekly operational reports delivered on time.
- CRM and project management systems maintained accurately.
- Administrative deadlines consistently met.
- Existing workflows followed and continuously improved.
- Outstanding tasks proactively identified and resolved.
What Success Looks Like
Within your first 90 days, you will have:
- Become the central coordinator for daily business operations.
- Maintained organized and efficient workflows across transactions and projects.
- Improved consistency in client communication and administrative processes.
- Reduced the business owner's administrative workload through proactive coordination and follow-through.
- Demonstrated the ability to anticipate needs, solve problems, and keep the business operating efficiently.
Who We're Looking For
We're looking for someone who enjoys bringing structure to busy environments and takes ownership of making sure nothing falls through the cracks.
You don't need to create new systems—you need to execute existing ones exceptionally well, recognize opportunities to improve efficiency, and help keep a growing real estate business operating at a high standard.
If you're organized, proactive, dependable, and enjoy supporting a fast-paced business, we'd love to hear from you.
Click on Apply to know more.