Operations Business Manager

PGR; Austin (TX); On-site; USD 85,000 - 120,000; Full time

Job summary

PGR, a luxury real estate boutique in Austin, seeks an Operating Manager to run day-to-day operations behind a high-end brokerage serving discerning clients.

You will gatekeep for the owner, manage calendars, CRM, listings, contracts, field coverage, and marketing, and ensure a concierge client experience. This role embraces AI and tech to improve speed, quality, and consistency while honoring privacy and compliance.

Qualifications

• 2+ years’ experience in residential real estate or related field.
• Experience in transaction coordination, mortgage, title, or licensed associate role (luxury preferred).
• Proficiency with MLS, DocuSign, CRM systems, and modern communication tools.
• Comfortable using AI tools to support drafting, summarization, and workflow creation.
• Strong writing and polished client communication skills.

Responsibilities

• Act as gatekeeper and project manager for the owner and manage calendars, reminders, and meeting prep.
• Own CRM end-to-end: data integrity, tagging, segmentation, and notes; manage inbound leads and follow-up.
• Coordinate pre-listing to listing processes: vendors, photography, MLS input, disclosures, and marketing spend.
• Own contract execution and deadline management through closing; coordinate with title, lenders, and inspectors.
• Provide on-site client coverage, showings, inspections, and luxury service with discretion.
• Develop and manage marketing content, campaigns, and referral activities; track performance and reporting.
• Document SOPs to create repeatable and scalable systems.
• Leverage AI and technology to accelerate drafting, summaries, and workflows while ensuring accuracy and compliance.

Skills

Residential real estate

Transaction coordination

AI tools usage

Writing

Communication

Field availability

Discretion and ethics

Tools

MLS

DocuSign

CRM systems

Job description

Company Description

PGR is a luxury real estate boutique business based in Austin Texas.

• Must be located in commutable distance to Austin, Texas, United States
• You must have have an active Texas real estate licese and be willing to transfer it if necessary
• 1-2 years of operations experience specifically in residential real estate

This role is the operating manager behind a high-end boutique residential real estate business.

The business owner is the face of the business, market expert, relationship builder, lead generator, negotiator, and primary presenter. You run the day-to-day operations that keep deals, clients, marketing, and systems moving forward.

You operate with limited direction and are expected to see what needs to be done and drive it to completion. You also serve as licensed, on-the-ground coverage when the owner is unavailable, including evenings, weekends, and travel periods.

A core expectation is the effective use of technology and AI to increase speed, consistency, and quality across communication, marketing, and operations. For the right person who builds systems well, the workload is very manageable.

Schedule

• Flexibility required for evenings, weekends, and travel coverage
• Compensation will reflect this level of flexibility and responsibility

Core Responsibilities

1. Principal Support & Business Operations

• Act as gatekeeper and project manager for the owner
• Manage calendar, priorities, reminders, and meeting preparation
• Manage inbox, handle routine communication, and elevate high-stakes items with recommended next steps
• Maintain business operating rhythm: daily checklist, weekly pipeline review, monthly reporting, quarterly goals
• Own the CRM end to end: data integrity, tagging, segmentation, and notes
• Manage inbound leads from all sources with speed and professionalism
• Run consistent follow-up and nurture systems for past clients and warm contacts
• Build and manage email campaigns, outreach tracking, and referral touchpoints

3. Listing Management (Pre-Listing Through Active)

• Coordinate all pre-listing preparation: vendors, bids, repairs, staging, and show-readiness
• Schedule and manage photography, video, drone, 3D tours, floor plans, and listing copy
• Prepare and organize listing paperwork and disclosures accurately and compliantly
• Manage MLS input (ACTRIS), showing setup, agent communication, and feedback
• Create listing presentations and manage approved marketing spend

4. Transaction Management (Contract to Close)

• Own contract execution and deadline management through closing
• Coordinate with title, lenders, inspectors, appraisers, contractors, and cooperating agents
• Prepare and send documents via DocuSign; ensure complete and compliant files
• Support repair and credit negotiations by gathering bids and documentation for approval
• Maintain proactive client communication and eliminate surprises
• Coordinate final walk-throughs, utilities guidance, and closing logistics

5. Field Coverage & Client Experience

• Conduct showings, open houses, weekend tours, and twilight appointments as needed
• Serve as on-site representative when the owner is unavailable, including video walkthroughs
• Attend inspections, appraisals, vendor meetings, and urgent property visits
• Maintain discretion, professionalism, and a concierge-level client experience

6. Marketing, Content & Brand Stewardship

• Maintain a consistent, high-end brand aesthetic across all channels
• Create and schedule weekly content across social and email
• Coordinate direct mail, neighborhood outreach, events, and referral campaigns
• Track and report on performance: lead source, response time, engagement, and conversion
• Provide operational support across affiliated real estate activities as assigned
• Coordinate rental portfolio needs: tenant communication, vendors, and property checks
• Support short-term rental and related property tasks requiring local presence
• Document SOPs to make systems repeatable and scalable

8. AI & Technology Leverage

Use AI and software to produce high-quality work faster, with consistency and attention to detail.

This includes:

• Drafting client communications and follow-ups
• Producing marketing content and listing materials
• Creating checklists, SOPs, and workflows
• Leveraging CRM tools for follow-up, summaries, and reporting
• Research and summarization of market data and property documents
• Automating repeat tasks with templates and tools

Guardrail:

AI accelerates drafting and organization. You are responsible for accuracy, compliance, confidentiality, and final review of all client-facing and contract-related materials.

Qualifications

• 2+ years’ experience in residential real estate, transaction coordination, mortgage, title, or licensed associate role (luxury preferred)
• Proficiency with MLS, DocuSign, CRM systems, and modern communication tools
• Comfortable using AI tools to support drafting, summarization, and workflow creation
• Strong writing and polished client communication skills
• Reliable transportation and frequent field availability
• High discretion, strong ethics, and excellent judgment

Ideal Candidate

• Proactive operator who builds systems and runs them well
• Self-managed and effective without micromanagement
• Uses technology and AI as a force multiplier
• Moves quickly without sacrificing quality
• Detail-oriented with strong deadline discipline
• Calm, professional, and trustworthy with high-stakes clients
• Strong taste, pride in presentation, and service excellence
• Comfortable operating within clear approval and spending guardrails