Real Estate Systems & Operations Manager Follow Up Boss | Automations | SOPs | Notion | Workflows

I am a growing real estate broker associate, mortgage, and property management company looking for a Systems & Operations Manager who can help us build the foundation for scalable growth.
This is not a traditional Virtual Assistant role.
We already have a Transaction Coordinator, but we need someone who can create the systems, workflows, and processes that allow everyone to operate efficiently.
Many processes currently live in the my head. We have SOPs and a Notion workspace, but we need someone who can organize, document, improve, and automate the business.

The right person will think like an operator and systems builder — someone who enjoys creating order, improving processes, and making sure nothing falls through the cracks.

Responsibilities
Business Systems & SOPs
Organize and improve our Notion business hub ( Open to other platforms)
Create and maintain SOPs, checklists, and workflows
Document processes currently living in my head
Create clear systems so tea ---------- mbers know:
What happens next
Who owns it
Where information is located

Follow Up Boss CRM Management
Organize and optimize Follow Up Boss
Create tags, Smart Lists, and Action Plans
Build automated follow-up workflows
Improve lead tracking and conversion systems
Create workflows for:
New leads
Buyers
Sellers
Past clients
Referrals
Transaction & Team Workflows
Build systems that support our Transaction Coordinator
Create repeatable workflows from:
New client ? under contract ? closing ? past client follow-up
Identify gaps and improve communication
Reporting & Improvement
Help create KPI tracking
Identify bottlenecks
Recommend improvements
Train tea ---------- mbers on new systems

Required Experience
Must have experience with:
? Follow Up Boss
? Real estate operations
? CRM workflows and automation
? SOP creation
? Process documentation
? Notion or similar project management tools

Preferred:
Zapier or Make automation experience
Transaction coordination experience
Experience scaling a real estate team
Application Requirements (Must Complete)
To be considered, please provide:
1. Loom Video (2–5 minutes)
Please explain:
Your background and experience
A real estate system or workflow you have built
The tools you used
The results it created
2. Examples of your work:
Please describe:
Follow Up Boss Example
What workflow or automation did you create?
What triggered it?
What tags, Action Plans, tasks, or systems were involved?
What problem did it solve?
SOP Example
Describe an SOP or process you created for a business.
3. Answer these questions:
How many years have you worked with Follow Up Boss?
What is your experience building systems from scratch?
If you joined a business where processes were mostly in the owner's head, what would your first 30 days look like?
What is the biggest operational improvement you have created for a company?
At the top of your application include:
"Unicorn"
Applications without the Loom video and answers above will not be considered.
Long-term opportunity for the right person who can take ownership of our systems and help us scale.
Paid trial for the first 2 weeks $8/hr