Business Operations Manager

ABOUT THE ROLE I am Sarah Wagner Rayburn, co\-founder of Marin Home Team at Compass. We have been serving Marin County clients for over twenty\-five years and have built a reputation on deep local knowledge, strong relationships, and attention to detail. I am looking for a Business Operations Manager to work directly with me. This is a hands\-on role for someone organized, proactive and tech\-comfortable who genuinely enjoys making things run well. You will be the person who keeps the wheels turning so I can focus on what I do best, which is serving clients. It is not a sit\-behind\-a\-desk\-all\-day job. Some days you are in the field, checking on listings, making keys, meeting vendors. Other days you are at your computer, managing paperwork, updating systems, building marketing materials. You need to be based in Southern Marin, or happy to drive to Mill Valley every day. WHAT YOU'LL DO TRANSACTION SUPPORT, WHICH IS THE CORE OF THE ROLE You will manage the operational backbone of every deal, from listing or buyer prep through to closing. LISTINGS. Work with our transaction coordinator to prepare disclosure packages. Coordinate inspections and vendor work. Manage timelines. Handle MLS prep and entry. Develop marketing materials. Coordinate photography and photo selection. Keep everything organized in Compass and our team systems. BUYERS. Set up new buyer files in Notejoy and Compass Business Tracker. Set up Compass Collections and Top Agent Network searches. Prepare paperwork. Track escrow timelines. CONTRACTS AND PAPERWORK. Prep offers and other transactional documents. Manage DocuSign and Compass e\-sign workflows. Review documents for accuracy. Handle contingency removals and timeline deadlines. Execute referral agreements. ESCROW. Track deadlines across all active transactions. Anticipate upcoming needs. Coordinate with lenders, title companies and clients. LISTING MARKETING PROPERTY MARKETING. Write property descriptions and marketing copy, working with me and with AI. Create flyers and brochures using Compass tools. Build and send marketing emails. Update our team website and individual listing sites. BRAND CONSISTENCY. Keep MarinHome.Team current and cohesive. Maintain Compass collateral and marketing materials. Make sure our brand looks polished at every touchpoint. DAILY OPERATIONS THE INBOX. Monitor and manage email related to my transactions, plus Slack and text. Field questions and requests. Route things to the right person. THE CALENDAR. Maintain and update the calendar. Coordinate showing schedules. Schedule vendor appointments. Track inspection and timeline deadlines. CRM AND DATABASE. Manage Compass Contact Management. Track client relationships, update contact records, manage my buyer and seller pipelines, track sales data for reporting. INFORMATION MANAGEMENT. Maintain our Notejoy workspace: buyer profiles, vendor lists, listing details, templates, passwords. Create and update shared documents. Keep everything organized and findable. TECH AND AI Explore parts of the Compass platform we are not using, or could be using better, and bring back what would actually help. Work with me on building AI tools that make the business run more efficiently. This is a real part of the job, not a nice\-to\-have. We use AI daily for writing, organizing and streamlining, and I am actively building more of it. IN THE FIELD BOOTS ON THE GROUND. Check on listings for lights, lockboxes and signage. Meet vendors and inspectors on site. Pick up and make keys. Coordinate staging logistics. Handle broker tour catering and setup. CLIENT\-FACING MOMENTS. You may deal with clients by phone or in person. You will need to be warm, professional and comfortable representing the Marin Home Team. VENDORS. Schedule inspectors, stagers, photographers and contractors. Manage quotes and project timelines. Maintain our vendor list. ADMIN EXPENSES. Add my expenses to the team tracker, pay invoices, keep the records straight. SUBSCRIPTIONS AND TOOLS. Manage operational subscriptions such as the website, Dropbox and Zoom. Troubleshoot tech issues. Research new tools. INDUSTRY. Attend Compass meetings and industry events as needed, take notes, keep me informed. REPORTING. Enter new listings and buyer activity in our business tracker. Monitor Top Agent. Network for inventory and opportunities. THE FIRST SIX WEEKS My days are genuinely different from one another, and real estate does not run to a tidy schedule. So rather than pretend I know exactly which hours I will need you and get it wrong, the first six weeks are a working trial for both of us. Part of your job in those six weeks is helping me work out what the rhythm actually is. Which days, which hours, what gets batched, what has to happen live. At the end of it we lock in a schedule that reflects reality, and you will know what you are agreeing to because you helped build it. If it is not right for either of us at that point, we shake hands and part on good terms. WHAT I'M LOOKING FOR: THE ESSENTIALS You are organized in a way other people notice and appreciate You are a problem solver who anticipates what is needed before being asked You are comfortable with technology and pick up new tools quickly You communicate clearly, professionally and warmly You can work independently and manage your own time You are based in Southern Marin, or happy to drive to Mill Valley daily. This role needs you physically present here on a regular basis You have strong computer skills: Google Workspace, Microsoft Office, Slack, Claude, and a willingness to learn whatever else comes NICE TO HAVE Previous experience in real estate operations, or somewhere similarly client\-facing and detail\-heavy Comfort with CRM systems. Compass experience is a bonus and not a requirement Marketing or design skills Social media experience Experience with DocuSign, Dropbox, Slack or other project management tools A genuine interest in real estate and the Marin market A real estate license is not required but a bonus. If you are interested in getting licensed, that is a plus. WHAT MATTERS MORE THAN EXPERIENCE OWNERSHIP. When something lands on your desk, you own it until it is done. You do not wait to be told the next step. ANTICIPATION. You think ahead. If a listing goes live Thursday, you are checking on Tuesday that the MLS is prepped and the marketing materials are drafted. DISCRETION. You will handle confidential client and financial information. Trust is non\-negotiable. COMPOSURE. Real estate moves fast. Some weeks are calm. Some weeks everything happens at once. You stay steady. WARMTH. You represent us. Every interaction, whether with a client, a vendor or another agent, should leave people feeling well taken care of. THE DETAILS HOURS. 15 to 20 hours per week. Mostly weekday business hours, with occasional weekend flexibility during the busy spring listing season. The first six weeks are a working trial, as described above, while we settle the schedule together. LOCATION. Mill Valley and out in the field across Southern Marin. Some of it can be done remotely, but regular in\-person presence is essential. RATE: $55 per hour, depending on experience. I believe in paying well, because the right person in this role means I can do significantly more business. REPORTS TO. Sarah Wagner Rayburn, co\-founder, Marin Home Team. SUPERVISION. Any assistance which would normally require a DRE license must be reviewed and approved by the principal agent. START DATE. Flexible. As soon as I find the right person. HOW TO APPLY Tell me about a time you took something over and made it run better than you found it. That is the story I most want to hear. Send it with your resume and a short note about why this one interests you to sarah@marinhome.team I read everything that comes in and I will get back to you either way. Pay: From $55\.00 per hour Expected hours: 15\.0 – 20\.0 per week Ability to Commute: Mill Valley, CA 94941 (Required) Work Location: Hybrid remote in Mill Valley, CA 94941