Job Details

Description

Director of Operations & Listings

Stonegate West Real Estate Group | Palm Desert, CA

Full-Time | Licensed Position | Reports to: CEO, Leslie L. McGrath

Position Summary

Stonegate West Real Estate Group is a high-producing real estate team built on Trust | Relationships | Results. Our niche market is probate and trust, with the ability to solve all the real estate needs for our attorney partners. We are a team that focuses on business by referral through the Buffini coaching and training programs.

We're seeking a seasoned, licensed real estate professional to serve as our Director of Operations & Listings - the operational right hand to the Team Leader.

This role is responsible for leading all day-to-day operations of the business, overseeing listings from start to finish, ensuring flawless execution, mentoring staff, and implementing systems that support continued growth.

This is a leadership position for someone who thrives in structure, loves details, and can confidently run the business while the CEO is focused on strategy, growth, recruiting, lead generation, and new partnerships.

Responsibilities

Core Responsibilities

Operational Leadership
• Act as the primary point of contact between Leslie and the team for daily operations and communication.
• Lead, train, and mentor administrative and showing staff; hold weekly ops meetings to track accountability and progress.
• Enforce communication standards, task completion, and workflow consistency.
• Manage all company systems (RealSmart Agent, Buffini CRM, FLEX MLS, Canva, shared drives).
• Submit payroll every two weeks and make 1099 payments to contracted staff.
• Continuously refine SOPs and implement improved processes as the team grows.
• Assist in onboarding and training new team members.
• Serve as liaison to vendors, transaction partners, and consultants.

Listing Management for LLM & Client Experience
• Oversee all active listings from signed agreement through close of escrow.
• Prepare and manage all listing documents, disclosures, and MLS entries with the help of administrative staff.
• Schedule and coordinate photography, staging, marketing, and open houses with the help of administrative staff.
• Track showing activity, gather feedback, and deliver timely seller updates.
• Manage offers, counteroffers, and contract execution while maintaining client satisfaction.
• Ensure listings are marketed consistently in alignment with brand standards.
• Handle Leslie's personal listings and buyer transactions as needed.

Systems & Reporting
• Maintain and update the team's production dashboard (active listings, pending, closed).
• Monitor contract deadlines and ensure compliance.
• Track marketing ROI, listing performance, and operational efficiency.
• Present a concise weekly update to the Team Leader with priorities, progress, and problem-solving recommendations.
• Support quarterly business planning with KPIs and production metrics.

Schedule & Availability
• REQUIRED: Minimum 40 hours per week
• Office Expectations: M-Th 9:00 a.m. - 4:00 p.m. (Palm Desert)
• Flex Time: Evenings/weekends as required for listings and client needs (tracked with time banking).
• Availability: Must be reachable during business hours for team coordination. Client coordination as needed.

Compensation & Bonus Structure
• Base Salary: $72,000 - $79,000 annually (commensurate with experience)
• Gas/Phone Allowance: $75 per pay period, paid on a monthly basis = $162.50/month
• Vacation/Sick Leave: Standard per California employment law
• Performance-Based Bonuses
• Bonuses are calculated and paid quarterly, tied directly to measurable outcomes:

Category

KPI / Measurement

Bonus Range

Listing Operations
• 95%+ of listings launched within 5 days of signed agreement; 100% listing documentation complete; average DOM under 30 days
• $500-$1,000 per quarter

Client Satisfaction
• 90%+ positive reviews/testimonials collected from sellers
• $250-$500 per quarter

Team Production Bonus
• 0.25%-0.5% of total team GCI from closed listings
• Paid quarterly

Systems & SOP Development
• All SOPs are updated quarterly; new processes are implemented that increase efficiency
• $250-$750 per quarter

Onboarding & Training

Each new agent/staff member onboarded and trained successfully to full productivity

$500 per successful team member paid at 90 days

Discretionary "Above & Beyond"

Exceptional leadership, client wins, or operational breakthroughs

CEO discretion

Total Annual Compensation Range (Base + Performance): $85,000 - $110,000+ potential

Key Performance Indicators (KPIs)
• Average Days on Market (DOM): ≤ 45 days for active listings
• List-to-Sale Price Ratio: ≥ 98% of list price
• Client Review Collection Rate: ≥ 90% of closed sellers provide testimonials
• Team Accountability: 100% of assigned tasks completed weekly
• System Maintenance: CRM, MLS, and shared files are current within 24 hours
• Operational Efficiency: Measurable reduction in missed deadlines or client complaints

Personality & Fit
• Calm, confident, nurturing, and respected - the person who "handles it."
• Detail-oriented but relational; polished but approachable.
• A true leader who can mentor others while keeping pace with a high-energy CEO.
• Understands discretion, trust, and the importance of brand alignment.

Qualifications

Required Qualifications
• Active California Real Estate License in good standing with CAR, MLS, and Supra access.
• 5+ years of residential real estate experience - preferably on a team or in operations leadership.
• Deep understanding of contracts, timelines, escrow, and listing procedures.
• Highly organized with impeccable follow-through and systems thinking.
• Proficient with MLS, CRM platforms, Microsoft Office, Canva, and digital transaction tools.
• Excellent verbal and written communication.
• Leadership presence - calm under pressure, decisive, accountable.