Real Estate Operations Lead

ZENBASE TECHNOLOGIES PTE. LTD.; Singapore; Hybrid; SGD 60,000 - 80,000; Full time

Job summary

A real estate management company in Singapore is looking for an Operations Support role to assist a high-volume realtor. Responsibilities include managing client inquiries, handling compliance paperwork, and ensuring team accountability. The ideal candidate must have real estate experience, strong communication skills, and be tech-savvy. Flexibility is key as this role will frequently engage in field work, primarily during weekends. Competitive monthly compensation of SGD 3500-5000 based on experience.

Qualifications

• Real estate experience strongly preferred.
• Strong communication skills with clients via WhatsApp.
• Ability to manage multiple workstreams effectively.

Responsibilities

• Monitor inbound enquiries across various platforms promptly.
• Manage resale and rental paperwork end-to-end.
• Conduct routine check-ins with team members.

Skills

Real estate experience

Exceptional follow-through

Strong written/spoken English

Tech competent (CRM, Google Workspace)

Detail-oriented for paperwork/compliance

Tools

Google Workspace

CRM systems

Notion/Airtable

Job description

Location: Singapore (field-based + occasional office/home admin)

Working days: Tuesday to Sunday (5.5–6 days; off day negotiable)

Typical hours: Core coverage in afternoons/evenings; weekends required for viewings (details below)

Compensation: SGD 3500–5000/month (based on experience & working hours commitment)

Start: ASAP

Role Summary

You will be the primary “right hand” to a high-volume resale realtor. Your mission is to take ownership of daily operations so that the CEO can focus on high-leverage activities (client strategy, negotiations, business growth). You will run follow‑ups, paperwork, team accountability, coordination, and ad‑hoc projects end‑to‑end—acting as a single point of contact who ensures nothing drops.

This role requires strong execution, high initiative, comfort with ambiguity, and the ability to communicate professionally with clients, internal team members, other agents, vendors, and contractors.

Key Responsibilities

A) Lead & Client Operations (Speed + Quality)

• Monitor and respond to inbound enquiries across WhatsApp, PropertyGuru and email within agreed SLA (target 5–10 minutes during coverage hours).

• Qualify leads using approved scripts, book viewings/appointments, and keep the pipeline updated in GHL.

• Provide timely customer updates and proactive follow‑ups; ensure no leads are missed.

• Escalate high‑stakes decisions to CEO quickly with clear summaries and recommended options.

B) Paperwork & Compliance (End-to-End Ownership)

• Manage resale and rental paperwork end-to-end: checklists, document collection, submission preparation, and coordination with parties.

• Maintain clean records in Google Drive/Notion (naming conventions, folder hygiene, version control).

• Ensure compliance workflows are followed and deadlines are met.

C) Team Accountability & Execution

• Conduct routine check-ins with subordinates/team members; unblock them and track deliverables.

• Maintain an operations tracker (what’s in progress, what’s stuck, who owes what, next steps).

• Drive administrative‑heavy projects forward (mailers, forms, databases, operational improvements).

D) Viewing & Field Support

• Attend viewings when required (especially weekends or when CEO is double‑booked).

• Coordinate logistics: keys, access, inventory/handover reports, handover scheduling, vendor appointments.

E) Vendor & Property Enhancement Coordination

• Source and coordinate handymen, contractors, printing vendors, photographers, etc.

• Negotiate smaller‑ticket items (repair quotes, printing costs) within pre‑approved limits.

• Supervise and be physically present for property enhancement/repairs where needed.

F) Content & Business Support

• Quality check edited videos before publishing (per checklist).

• Create timestamp cutouts from raw videos for the editor.

• Convert vague ideas into well‑researched materials (briefs, simple decks, proposals), escalating final strategic decisions to CEO.

G) Calendar Protection + Daily Reporting

• Manage calendar and protect deep‑work time; schedule intelligently around viewings and priorities.

• Provide a structured daily WhatsApp report by end of day:

• Wins/milestones, pipeline changes, blockers, decisions needed, tomorrow’s priorities, SLA summary.

Required Skills & Experience

• Real estate experience strongly preferred

• Exceptional follow‑through and ability to manage multiple parallel workstreams.

• Strong written/spoken English; professional WhatsApp communication.

• Comfortable calling clients to secure appointments and chasing stakeholders.

• Tech competent: CRM, Google Workspace, spreadsheets, Notion/Airtable.

• Comfortable handling sensitive personal data with discretion.

Preferred Traits (High Importance)

• Proactive, accountable, and organized; you do not wait to be told what to do.

• Calm under pressure; able to triage quickly and execute without drama.

• Detail‑oriented for paperwork/compliance.

• Comfortable working weekends and being field‑based.

Working Hours / Schedule (Example)

• Tue–Fri: 12:00pm–9:00pm

• Sat: 10:00am–6:00pm

• Sun: Off (or negotiable based on operational needs)
  (Actual hours can be adjusted; weekends are required.)

KPIs (How Success Is Measured)

• Response time SLA achieved during coverage hours.

• Zero missed enquiries; clean pipeline hygiene in CRM.

• Paperwork on‑time rate; reduction in admin backlog.

• On‑time completion of projects (mailers/repairs/handover logistics).

• Team accountability improvements (deliverables tracked and completed).

• CEO’s deep‑work time increased (measurable reduction of busy work).

Important Notes / Boundaries

• You will speak directly with clients and vendors, but you will not perform licensed real estate agent activities that require registration.

• You will not approve major commitments of CEO’s time or money without explicit approval (limits will be defined).

• You will handle sensitive data; confidentiality and process discipline are mandatory.

How to Apply

Please send:

1. Resume

2. Short note: why you fit this role

3. Your availability and expected salary
   (Optional) 1–2 examples of operational systems you implemented in a past job