Job Description

Position: Business Operations Specialist
Location: Remote
Employment Type: Full-Time Independent Contractor
Schedule: Monday-Friday, standard business hours (PST overlap required; flexibility beyond 5 PM when needed)
Compensation: Competitive monthly rate, with performance-based bonuses
About the Company
Our client is a boutique commercial real estate investment and brokerage firm specializing in high-value transactions across major U.S. markets. The company works with a dynamic network of brokers, property owners, and investors, offering clients unmatched expertise in acquisitions, dispositions, and asset management. The leadership team operates at a fast pace, with a strong emphasis on performance, relationships, and results.
As the firm continues to scale its national footprint, they are seeking a proactive and highly organized Business Operations Specialist to centralize information flow, support brokers, and improve operational efficiency across the board.
About the Role
This is a multifaceted role blending business operations, executive support, and light client coordination. You'll act as the organizational backbone of the company--streamlining systems, managing administrative workflows, and ensuring day-to-day operations run smoothly. The ideal candidate thrives in fast-paced, entrepreneurial environments, is confident on the phone, and has the initiative to identify and fix inefficiencies without needing constant direction.
You'll work closely with senior leadership and brokers to handle a variety of operational and administrative functions, while also having direct contact with clients, property owners, and other key stakeholders.
Key Responsibilities
Operational & Administrative Support
Serve as the central hub for company operations--organizing data, managing shared drives, and maintaining up-to-date property and deal information.
Support the leadership team with scheduling, task tracking, expense management, and follow-ups to ensure accountability and project completion.
Create and maintain SOPs (Standard Operating Procedures) to improve internal efficiency and consistency.
Assist in managing contracts, client documentation, and broker files.
Communications & Coordination
Act as the first point of contact for clients, property owners, and brokers--handling calls, inquiries, and follow-ups with confidence and professionalism.
Draft and distribute updates, memos, and communications to internal and external stakeholders.
Coordinate meetings, calls, and deal-related updates across multiple time zones.
Process & Systems Improvement
Identify bottlenecks in existing workflows and implement solutions to streamline processes.
Introduce or optimize systems and tools (e.g., CRM, project management, document sharing) to improve efficiency and visibility.
Support performance tracking and reporting for deals, operations, and broker activity.
Finance & Deal Support
Track commissions, expenses, and deal-related financials to assist with reporting and bonus calculations.
Support invoice management, deal documentation, and bonus structure tracking in coordination with leadership.
Assist with ad hoc reporting, data entry, and light financial analysis as needed.
Qualifications
Must-Have:
3+ years of experience in business operations, administration, or executive support (ideally within real estate, investment, or professional services)
Exceptional organization and communication skills--both verbal and written
Strong initiative and self-management; able to anticipate needs and act proactively
Confident on the phone; comfortable speaking with clients, property owners, and brokers
Experience creating structure and systems in fast-paced, high-growth environments
Tech-savvy and quick to learn new tools (Google Workspace, CRM systems, task/project management platforms)
Fluent in English
Nice-to-Have:
Background in finance, real estate, or investment environments
Bachelor's degree in Business Administration, Finance, or related field (or equivalent professional experience)
CRM experience (HubSpot, Salesforce, Monday.com, or similar)
Experience supporting a sales or brokerage team
Personality & Cultural Fit
Extroverted and articulate--someone who can confidently handle calls and conversations
"Go-getter" mentality with grit and persistence
Resourceful problem solver who thrives on autonomy
Team-oriented with strong emotional intelligence and adaptability
Not afraid of rejection; comfortable following up and pushing initiatives forward
Hungry to grow within a high-performing, entrepreneurial culture
Why This Role Matters
This is a pivotal hire. The Business Operations Specialist will create the structure, clarity, and accountability that enable the brokers and leadership to focus on revenue-driving activities. If you're organized, assertive, and thrive in fast-moving, performance-driven teams, this is an opportunity to play a vital role in scaling a top-tier commercial real estate firm.

Skills Required