Dotloop Jobs (NOW HIRING)

We are looking for an operational partner — someone who reads this and feels called, not just qualified. This role is the ground floor of everything we are building, and the person in this seat will be the first name we say when we look back in three years at how we scaled.

The right candidate thrives on independence and accountability. They think two steps ahead, find solutions rather than escalate problems, and take genuine ownership of the outcomes in their lane. They are curious and creative — willing to challenge the status quo respectfully when they see a better way — and they operate proactively, not reactively. They are service-oriented with a heart for people, and they communicate clearly, positively, and often.

They are excited by the idea of activating a database, building the operational engine of a productivity coaching business, documenting the playbooks that will define our niches, and protecting the time needed to grow the business. They understand that this role is not about doing tasks — it is about freeing up the person at the top of the business, so the whole business grows.

They are not afraid of technology. Our stack includes KW Command, Go High Level (GHL), DotLoop, Slack, Opus Clips, Canva, Trendgraphix, and Excel. They do not need to know all of it on Day 1, but they need to be the kind of person who learns new systems quickly and enjoys doing so.

Most of all — they want to be part of something that is being built, not something that already exists. If that lights them up, we want to meet them.

These are the standards a well-above-average performer will maintain or exceed.

The 20% — Highest-Leverage, Non-Negotiable

1. Activate the database. Tag, segment, and nurture our contact database in KW Command and Go High Level. Build and run SmartPlans and multi-touch campaigns. Identify and reactivate past clients. Turn a dormant asset into a living pipeline.
2. Protect the sacred lead-generation block.  2–3 hours of daily lead generation is untouchable. You are the firewall — screening inbound, deflecting meetings, handling interruptions so that time stays productive.
3. Triage weekend and after-hours communications. Showing requests, potential new business, buyer/seller messages, and routine transaction coordination handled on evenings and weekends to keep touches a 60-second sign-and-send, not a 30-minute build.
4. Operate our Coaching Arm. Own client scheduling, onboarding, session prep, content distribution (Opus Clips to social), invoicing, and playbook maintenance for the productivity coaching business.
5. Document and develop business playbooks. Turn our expertise into transferable systems — scripts, objection handlers, client journeys, conversion rates. Build the operations manual that will eventually train the next hire and downline agents.

The 80% — Supporting Duties

• Inbox triage and follow-up on inbound messages; manage the to-do pipeline
• Calendar ownership — schedule 1:1s, coaching sessions, appointments, training blocks, and events
• Daily 10-minute huddle with owner; weekly Friday debrief
• Transaction coordination support in partnership with the existing licensed TC
• Client communication drafts to send (buyer/seller follow-ups, price updates, market updates)
• Social media execution across Facebook, Instagram, and LinkedIn 
• Opus Clips processing into short-form reels and social distribution
• Canva graphics for events, training, and social content
• Sphere outreach, Open House coordination with title partners, direct mail with lender partners
• Touch campaign execution (multi-step nurture sequences for leads and past clients)
• KPI tracking in KW Command; Sunday 4:30 PM agent submission chase
• Onboarding logistics for new downline agents joining the team
• Quarterly team retreat logistics (travel, venue, agenda, materials)

Knowledge and Skills

• Excellent written and verbal communication — professional, warm, and concise
• Strong organizational and time-management abilities with demonstrable systems-thinking
• Calm under pressure; unflustered by tight deadlines and last-minute changes
• Fluency or fast-learner status with CRM, automation, and transaction tools (Command, GHL, DotLoop)
• Basic graphic design sense (Canva) and social media familiarity
• Self-directed; able to work from home with zero distractions during business hours
• 2–5 years of professional experience preferred; real estate admin, TC, or coordinator experience a strong plus
• High-speed reliable internet, quality home office setup, reliable phone and computer

Communication / Interactions

• Daily huddle, weekly 1:1, ad-hoc as needed
• Transaction Coordinator — as needed on active transactions (shared Slack channel, weekly 15-min check-in)
• Real Estate Clients - integration and tasks as they need us.
• Coaching clients — daily during active engagement (scheduling, confirmations, session follow-up)

We are building a platform, not a practice. On the real estate side, we are expanding across Ohio. On the coaching side, we are building something that will rival our real estate revenue within two to three years and genuinely impacting how our industry develops talent.

What makes us different is the way we show up for people. We connect and empathize with our clients at a primal level. We do not sell transactions — we present solutions to problems and deliver a level of service that reduces friction and makes every client feel supported, understood, and taken care of. That same ethic extends to our team.

Andrew is known by everyone who has worked with him as passionate, caring, fair, and someone who pushes the needle for the benefit of everyone in the room — not just himself.

Weekday afternoons will be layered with appointments we convert effortlessly. Weekends will belong to our families. Inbound business will come from word-of-mouth because the service we deliver demands to be talked about. We will have a real brand, a real team, and real systems — not a top producer grinding solo. We will succeed together.