Office Operations & Growth Coordinator at RE/MAX Ace Realty – Downingtown, Pennsylvania

We are a growing real estate firm seeking a highly organized, proactive Office Operations & Growth Coordinator to support leadership, streamline operations, and drive lead conversion and marketing consistency across the office. This is a full-time position in the office, 35 hours a week, with occasional Saturdays for special events. Hours are Mon- Fri, 9-4 pm.

This is not a traditional admin or front desk role.

This position exists to:

• Protect leadership’s time
• Ensure no lead falls through the cracks
• Support agent marketing and follow-up systems
• Coordinate meetings, events, and communications

If you enjoy building systems, staying organized, and helping turn opportunities into results, this is a high-impact role with real growth potential.

$21 - $24 hourly

What You’ll Be Responsible For

Calendar & Meeting Coordination (Top Priority)

• Schedule and manage all recruiting and vendor meetings
• Confirm, remind, and reschedule appointments as needed
• Prepare basic context for leadership before meetings
• Act as a gatekeeper to protect time and reduce interruptions

Office Operations & Coverage

• Answer incoming calls and direct inquiries professionally
• Greet occasional walk-ins and maintain a welcoming office environment
• Keep the office organized, stocked, and running efficiently
• Handle general administrative coordination

Marketing Execution (Agents + Vendors)

• Execute pre-built marketing templates (Just Listed, Just Sold, Open House)
• Coordinate agent inputs (photos, details, captions)
• Maintain consistency across agent branding and messaging
• Support vendor and partner co-marketing efforts

Event Coordination & Promotion

• Plan and execute marketing for office events (e.g., Cars & Coffee, networking events)
• Coordinate vendor participation and logistics
• Send invitations, reminders, and follow-up communications
• Assist with on-site event coordination when needed

Newsletter & Communication Management

• Coordinate and schedule office newsletters
• Maintain consistent communication cadence
• Organize and distribute content using templates

Growth Program Support (Agent Marketing Services)

• Assist with onboarding agents into marketing support programs
• Ensure consistent delivery of services using repeatable systems
• Track participation and maintain organized records
• Help refine processes as the program grows

Lead Capture & Conversion Support

• Answer and respond to inbound calls, inquiries, and online leads
• Capture key details (name, timeline, price point, motivation)
• Enter and organize leads in CRM or tracking system
• Execute initial follow-up (text/email templates)
• Route qualified opportunities to agents or leadership
• Assist with follow-up tracking to ensure no lead is lost

Qualifications & Skills

Required Experience & Core Competencies

• 1–3+ years of experience in an administrative, operations, marketing, or coordination role (real estate experience is a big plus, not required)
• Strong organizational and time management skills with the ability to manage multiple priorities simultaneously
• Excellent written and verbal communication skills with a professional, client-facing tone
• High attention to detail and ability to follow structured systems and processes
• Proactive positive mindset with the ability to take initiative and solve problems independently

Technology & Systems Proficiency

• Microsoft Office Suite (required):Outlook (email + calendar management)
• Word (document creation and formatting)
• Excel (basic tracking, lists, simple reporting)
• Design & Marketing Tools: Canva (editing social media graphics, flyers, postcards, letters, forms)
• Basic understanding of branding consistency and visual presentation
• Social Media Platforms: Familiarity with Facebook, Instagram, and LinkedIn
• Ability to schedule posts, upload content, and follow content calendars
• Understanding of basic engagement (comments, messages, tagging, etc.)
• CRM & Lead Management (basic required): Experience entering and managing contacts in a CRM (real estate CRM a plus)
• Ability to track leads, update notes, and manage follow-up tasks
• Comfortable using templates for email/text follow-up
• Scheduling & Coordination Tools: Experience with calendar systems (Google Calendar, Outlook, Calendly or similar)
• Ability to coordinate multiple schedules and manage confirmations/reminders

Operational & Marketing Capabilities

• Ability to execute repeatable marketing systems using templates (not design from scratch)
• Comfortable collecting and organizing listing data, photos, and marketing inputs
• Ability to coordinate events, timelines, and communication across multiple parties
• Strong follow-up discipline to ensure tasks, leads, and communications are completed

Soft Skills That Matter in This Role

• Professional and confident communicator (phone, email, text)
• Strong sense of urgency and responsiveness
• Ability to stay calm and organized in a fast-paced environment
• Team-oriented with a “how can I help move this forward” mindset
• Discretion and professionalism when handling business operations and communication

Preferred (But Not Required)

• Experience in real estate, property management, or a service-based business
• Familiarity with real estate platforms (MLS, KvCore/ BoldTrail, Homes.com, Listing to Leads etc.)
• Experience with email marketing tools (Mailchimp, Constant Contact, etc.)
• Exposure to basic marketing coordination or content scheduling

RE/MAX Ace Realty- We are a growth-focused real estate brokerage committed to developing real estate professionals who build strong, sustainable businesses, enjoy what they do, and make a meaningful impact in the communities they serve.

Our mission is to develop real estate professionals who grow their business with purpose, enjoy their work, and make a meaningful impact in the communities they serve—all within a supportive environment where they feel right at home.

Our vision is to build a 100-agent brokerage of productive, balanced professionals who operate with discipline, integrity, and consistency while maintaining a strong work-life balance.

We value integrity, discipline, professionalism, honesty, and a supportive, positive growth-oriented mindset. We believe in developing the whole agent—not just production, but personal and financial growth.

You’ll play a key role in supporting agent success and strengthening our culture. You're right at home. (tm)