Job Description
We have been retained by a well-established and rapidly growing Real Estate Consulting Firm in Oakland to recruit their next Operations Manager.
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As a highly organized, detail-oriented, and proactive professional, you will serve as the operational backbone of this high-performing team. You will take ownership of critical front-to-back processes—including new prospect intake, client onboarding, new project, case or advisory engagement coordination, scheduling, billing, payroll, team meetings, and day-to-day operational excellence—allowing the professional staff to focus on delivering high-value client work.
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In this pivotal role, you will manage leads and pipelines, coordinate project, case, and advisory engagements, maintain calendars and documents, oversee billing, and ensure internal systems and workflows run smoothly and efficiently in a fast-paced professional services environment.
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Key Impact Areas:
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- Streamline prospect intake, client onboarding and project coordination
- Drive billing accuracy and timely payroll
- Optimize scheduling, meetings, and internal operations
- Sustain scalable systems that support continued growth
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This is an outstanding opportunity for a solutions-oriented operations professional who thrives on keeping everything running seamlessly behind the scenes while contributing directly to this professional services firm’s success.
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What you will do:
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- Communicate with prospective clients and ensure all leads are accurately entered and tracked in the cloud-based software platform that build custom workflows, manages projects and track daily operations.
- Request intake documents (complaints, pleadings, etc.) and prepare concise project, case or advisory engagement summaries.
- Prepare a short summary of the potential matter.
- Send company resume, rate sheet, and intake materials; run initial conflicts checks.
- Schedule initial calls with the owner.
- Update lead status in the cloud-based software platform that build custom workflows, manages projects and track daily operations. (follow-up, sale pending, closed lost, unqualified).
- Follow up with prospects, send contracts via DocuSign, and manage retainer invoices through billing and invoice software.
- Send contract through DocuSign when a matter moves to sales pending.
- Send retainer invoices through billing system and follow up on signed contracts and retainer payments.
- Ensure proper coding of closed leads for accurate reporting.
- Send client onboarding requests and organize new project, case or advisory engagement for team assignment.
- Track documents, deadlines, inspections, meetings, and deliverables.
- Support daily Teams meetings and track action items.
- Coordinate with counsel on documents, calls, site inspections, depositions, and trials.
- Schedule meetings and inspections for the owner; ensure all materials are prepared.
- Run weekly billing, prepare for ownerreview, and send approved invoices.
- Prepare bi-monthly payroll (hours and reimbursements) for review and processing.
- Prepare weekly meeting materials (Reports, Scorecard, Goals).
- Assist with quarterly meetings and help implement action items into weekly follow-up.
- Coordinate with vendors, bookkeepers, CPAs, and external partners.
- Maintain records, systems, and workflows; contribute to process improvements.
- Handle additional administrative and operational tasks as needed.
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Who you are:
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- 5 + years’ experience in legal, real estate, expert witness, property management, construction, or professional services is substantially preferred.
- Exceptional organizational skills, follow-through, attention to detail and proven operational excellence.
- Strong written and verbal communication; professional demeanor with attorneys, clients, and vendors.
- Proficiency with Monday.com (or similar project management tools), DocuSign, billing & invoicing, Microsoft Teams, Outlook, Word, and Excel.
- Proven ability to manage multiple priorities and deadlines independently while keeping the team informed.
- Customer service, problem solving, time management, project management, planning, excellent communication, presentation, prospect qualification, and training skills.
- Ability to effectively present information and respond to questions from clients, attorneys, employees, and vendors.
- Discretion with confidential information.
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Compensation:
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$83,000 to $93,000 base salary + significant bonus opportunity. Final compensation will be determined by the work experience, education, and/or skill level of the applicant and along with internal equity and alignment with geographic market data.