The Rose Calvelo Real Estate Team is a growing, high-performing team based in Calgary. We're more than a real estate team — we're a client-first business built on systems, accountability and long-term relationships. As we scale, we're looking for the operational backbone who can help us run like a well-oiled machine.
The Role
We're hiring an Operations Manager / Executive Assistant to own the day-to-day systems that keep our team running. This isn't just a transaction coordinator role — this person owns the process, not just the paperwork. You'll be the go-to person for "where is this file," "what's the next step," and "is this getting done." If you love checklists, hate dropped balls, and thrive on making other people's work easier, you'll fit right in.
This is a hybrid, full-time role reporting directly to the team leader.
What You'll Own
Listings & Transactions
- Prepare and launch listings on MLS, coordinate photography, videography, signage, and marketing
- Manage contracts, offers, and transaction documents from accepted offer to possession & beyond
- Track every transaction in our checklist system — zero missed deadlines, zero surprises
- Communicate with clients, agents, lawyers, lenders, and vendors throughout the deal
- Process incoming and outgoing agent-to-agent referrals
Systems & SOPs
- Document, maintain, and improve standard operating procedures for listings, transactions, and client experience
- Own the team's weekly rhythm — meetings, scorecards, reporting cadence
- Be the first answer to "where is this?" or "how do we do this?" — so the team leader doesn't have to be
CRM & Database (Follow Up Boss)
- Maintain FUB hygiene — tags, stages, action plans, and automations all firing correctly
- Route and assign new leads to agents
- Run regular database audits so no lead slips through the cracks
Agent Accountability Support
- Track the weekly scorecard for each agent (conversations, appointments set, appointments held, contracts written, pipeline value).
- Know production numbers daily.
- Prepare data and notes for you and the team leader's 1:1s with agents
- Flag yellow/red status agents early so coaching conversations happen on time
Team Leader Support
- Manage the team leader's calendar, appointments, and travel
- Triage email and prioritize what needs the team leader's attention
- Keep the team leader's day focused on the work only she can do
Events & Client Appreciation
- Plan and execute team events, client appreciation events, and pop-bys
- Coordinate client gifts, closing gifts, and seasonal touchpoints
- Own the post-closing review ask process and track Google review counts per agent
Recruiting Support
- Make outbound recruiting calls to prospective agents using provided scripts and lists
- Schedule recruiting conversations on the team leader's calendar
- Maintain the recruiting pipeline in FUB and follow up consistently
- Onboard agents
Vendor & Referral Network
- Maintain the team's preferred vendor list (lawyers, inspectors, mortgage brokers, photographers)
- Build and protect those relationships on behalf of the team
What Success Looks Like
First 30 days: Every new listing launched within 24 hours of signed contract. Every transaction tracked with no missed deadlines. You know our tech stack, our agents, and our top vendors by name.
90 days: Top 5 recurring processes documented as SOPs. FUB hygiene at 100%. Weekly scorecard running on autopilot. The team leader's calendar is fully managed and protected.
6 months: The team leader can take a real week off and nothing breaks. Recruiting pipeline is active and producing conversations. Client events are calendared a quarter in advance.
What We're Looking For
Required:
- 2+ years of administrative, operations, or transaction coordination experience
- Strong organizational and multitasking skills with obsessive attention to detail
- Excellent written and verbal communication
- Comfortable owning systems, not just executing tasks
- Confident on the phone — including outbound calls
- Tech-savvy and quick to learn new platforms
Strong asset:
- Real estate experience (residential, Alberta market preferred)
- Experience with MLS, contract paperwork, and transaction coordination
- Experience with Follow Up Boss or comparable CRM
- Event planning or executive assistant background
Tech stack you'll use: Follow Up Boss, Pillar 9 MLS, Skyslope / Authentisign, Google, Canva, plus internal team tools.
Position Details
- Job Type: Full-time, permanent
- Schedule: Monday to Friday (evening and weekend flexibility/access)
- Location: Hybrid (office and home), Calgary AB
- Reports to: Rose Calvelo, Team Leader
Compensation & Benefits
- Salary: $50,000 per year
- Performance-based and bonus opportunities
- Company events and team celebrations
- Real growth opportunity inside a top-producing real estate team
- A team that values clarity, accountability, and getting better every quarter
How to Apply
Send your resume and a short note about why this role is the right fit to: [email protected]
Pay: From $60,000.00 per year
Benefits:
- Company events
- On-site parking
- Work from home
Work Location: Hybrid remote in Calgary, AB
