Office Manager

Wendy Cline Properties Group; Hempstead (TX); On-site; USD 45,000 - 60,000; Full time

Job summary

Wendy Cline Properties Group in Hempstead, TX is seeking an organized Office Manager to support daily brokerage operations. You will be the go-to resource for the broker, agents, clients, and staff, coordinating schedules, databases, and vendor relations.

The role requires proactive problem-solving, initiative, and the ability to shift priorities while maintaining attention to detail. Experience in real estate admin is preferred, and strong client care is essential.

Qualifications

• Must have strong organizational and time-management skills.
• Excellent written and verbal communication.
• Ability to manage multiple tasks and priorities.
• Experience in real estate administration or brokerage operations preferred.

Responsibilities

• Oversee day-to-day administrative operations of the brokerage.
• Serve as primary support for broker, agents, clients, staff, and vendors.
• Manage calendars, appointments, and reminders for the team.
• Maintain digital files, templates, and shared documents.
• Coordinate open houses and office events; assist with leads follow-up.
• Support agents with forms, documents, and transaction-related tasks.
• Ensure timely follow-up with leads and clients, and maintain relationships.

Skills

Organizational skills

Time management

Communication

Client service

Problem solving

Initiative

Attention to detail

Education

Active Texas real estate license

Tools

BoldTrail

Wise Agent

Dotloop

HAR MLS

TXLS/BCS MLS

ShowingSmart

Google Workspace

Google Sheets

Microsoft Office

Job description

Wendy Cline Properties Group is seeking a dependable, organized, and highly resourceful Office Manager to support the daily operations of our growing real estate brokerage.

The Office Manager serves as the central point of support for the broker, agents, clients, administrative staff, and vendors. This is a hands-on position for someone who can manage daily office needs, provide excellent client care, coordinate schedules and open houses, maintain databases and systems, support lead follow-up, and handle the many miscellaneous tasks that arise in a busy real estate office.

This person must be comfortable being the team’s “go-to” resource. The ideal candidate takes initiative, solves problems, follows through, and can quickly shift priorities without allowing important details to fall through the cracks.

Office Management and Daily Operations

• Oversee and support the day-to-day administrative operations of the brokerage.
• Serve as the primary point of support for the broker, agents, clients, and office staff.
• Monitor incoming requests and ensure they are handled or directed to the correct team member.
• Manage team calendars, appointments, meetings, reminders, and shared schedules.
• Keep office systems, digital files, templates, forms, and shared documents organized.
• Track outstanding requests and follow up with the appropriate person until they are completed.
• Help maintain and improve office procedures, checklists, trackers, and standard operating procedures.
• Assist the broker with research, reports, special projects, follow-up, and changing daily priorities.
• Help coordinate team meetings, training, office events, and special projects.
• Communicate with vendors and outside service providers.
• Assist with property-management and leasing-related administrative tasks when assigned.
• Provide coverage and operational support when another team member is unavailable.
• Handle miscellaneous administrative duties and time-sensitive projects as assigned by the broker.

Client Care and Follow-Up

• Provide professional, responsive, and attentive service to buyers, sellers, landlords, tenants, leads, and past clients.
• Follow up with clients to provide updates, obtain information, answer general questions, and identify outstanding needs.
• Ensure client calls, emails, and messages receive timely responses.
• Direct contract-specific or listing-specific questions to the appropriate agent or coordinator.
• Schedule consultations, meetings, property appointments, vendor visits, and other client-related activities.
• Maintain ongoing communication with clients throughout their experience with the brokerage.
• Assist with post-closing follow-up, review requests, client appreciation, gifts, cards, and database updates.
• Help maintain relationships with past clients and encourage repeat and referral business.
• Address routine client concerns and elevate sensitive or licensed matters to the broker when appropriate.

Agent and Broker Support

• Serve as a day-to-day resource for agents who need administrative or operational assistance.
• Help agents locate forms, property information, documents, contacts, and brokerage resources.
• Assist with preparing materials for listing appointments, buyer consultations, showings, open houses, and meetings.
• Assist with real estate forms and documents as directed by the broker.
• Help gather information and signatures needed by agents or coordinators.
• Research properties, records, comparable information, vendors, and other transaction-related matters when assigned.
• Communicate reminders and follow up with agents regarding outstanding tasks or information.
• Help ensure agents follow brokerage systems, procedures, and required checklists.
• Assist the broker in monitoring priorities and identifying matters that require attention.
• Troubleshoot day-to-day problems and help determine the appropriate next step or team member.

Open-House and Showing Coordination

• Manage the team’s open-house schedule and calendar.
• Coordinate open-house dates and times with sellers, agents, and open-house hosts.
• Confirm open-house coverage and communicate property instructions to the hosting agent.
• Enter or verify open houses in the appropriate MLS, showing platform, and team calendar.
• Ensure hosting agents receive property details, access instructions, flyers, sign-in materials, and other necessary information.
• Coordinate open-house marketing requests with the marketing team.
• Follow up with agents after open houses to collect attendance, feedback, and potential-buyer information.
• Route open-house leads and feedback to the appropriate agent.
• Assist with showing coordination and scheduling when needed.

Lead and Database Management

• Maintain accurate lead, client, agent, and property information in the brokerage’s CRM systems.
• Review new leads and ensure they are assigned, categorized, and followed up with appropriately.
• Assist with lead ponds, follow-up reminders, status updates, notes, tags, and database cleanup.
• Follow up with leads and prospective clients using approved scripts, campaigns, and communication plans.
• Support reverse prospecting and identify potential buyers for active listings.
• Assist with expired-listing and FSBO campaigns.
• Help prepare letters, emails, call lists, and other prospecting materials.
• Monitor follow-up activity and notify the broker or assigned agent of promising opportunities.
• Help ensure leads and client opportunities do not fall through the cracks.
• Maintain drip campaigns and contact-management systems as assigned.
  

Required Qualifications

• Active Texas real estate license in good standing.
• Previous experience in real estate administration, brokerage operations, agent support, client care, or a related position.
• Working knowledge of Texas real estate terminology, forms, contracts, and transaction timelines.
• Strong organizational and time-management skills.
• Excellent written and verbal communication.
• Strong client-service and relationship-management skills.
• Ability to manage numerous requests, deadlines, and changing priorities.
• Ability to work independently and take initiative without constant direction.
• Strong attention to detail and consistent follow-through.
• Comfortable learning and using multiple real estate software platforms.
• Ability to maintain confidentiality and exercise sound judgment.
• Dependable, adaptable, professional, and solutions-oriented.
• Willingness to assist with responsibilities that may vary from day to day.

Preferred Systems Experience

Experience with some or all of the following is preferred:

• BoldTrail
• Wise Agent
• Dotloop
• HAR MLS
• TXLS and BCS MLS
• ShowingSmart or similar showing-management platforms
• Google Workspace and Google Sheets
• Microsoft Office
• Real estate transaction and task-tracking systems

Ideal Candidate

The right person for this position:

• Enjoys being the person everyone can rely on.
• Is comfortable wearing multiple hats throughout the day.
• Takes ownership of tasks and follows them through to completion.
• Notices when something needs attention without always being told.
• Knows when to handle something independently and when to involve the broker or another department.
• Can manage interruptions without losing track of existing priorities.
• Communicates clearly with clients, agents, staff, and vendors.
• Is patient and professional while still being assertive enough to obtain needed information.
• Is willing to learn, ask questions, and help wherever the office needs support.
• Understands that no two days in a real estate office will look exactly the same.

Schedule and Work Location

This is an in-office position based in Hempstead, Texas. The regular schedule is Monday through Friday 9-5. Some flexibility may be required for open houses, client needs, office events, deadlines, or other time-sensitive real estate matters.