Virtual Operations Assistant Jobs in Riverside, CA

Doherty Real Estate Group is seeking a highly organized, proactive, solutions-oriented Director of Operations / Integrator to oversee the day-to-day operations of a fast-paced real estate business in South Orange County. This full-time role combines operations management, team leadership, client experience oversight, systems implementation, transaction oversight, technology integration, event coordination, and business support into one high-level operational leadership position.

The ideal candidate is someone who naturally takes ownership, anticipates problems before they happen, creates structure, improves systems, and ensures both clients and team members feel supported throughout every stage of the process.

This is not simply an assistant role. This person will act as the operational right hand to leadership and help ensure the business runs efficiently, proactively, and at a high standard.

Benefits:

• Competitive pay
• Company car
• Flexible schedule (minimum hours a week would be 25)
• Opportunity to advance within a community-focused team
• Be part of a company that actively supports local businesses

Success in This Role Looks Like

• Clients consistently feel informed, supported, and cared for
• Leadership spends less time micromanaging operations
• Transactions and events run smoothly with fewer mistakes and less chaos
• Team members clearly understand priorities and responsibilities
• Systems become more organized, scalable, and proactive
• Communication improves internally and externally
• Marketing and operational execution become more consistent and reliable
• The business operates at a higher level with stronger accountability and client satisfaction
• Technology and AI systems reduce operational workload and improve efficiency across the company

$80,000 - $120,000 yearly

Operations Management

• Oversee daily business operations and workflow management
• Ensure tasks, deadlines, and deliverables are completed accurately and on time
• Create structure, organization, and accountability across the business
• Identify inefficiencies and proactively improve operational systems and workflows
• Help leadership prioritize operational needs and high-impact activities
• Ensure the business operates smoothly during both weekdays and weekends

Client Experience & Client Care

• Ensure a 10/10 client experience from first contact through closing and beyond
• Proactively monitor communication timelines and client follow-up
• Ensure no client, lead, or transaction falls through the cracks
• Maintain a concierge-level client experience with professionalism and responsiveness
• Assist in building long-term client nurture and follow-up systems
• Handle sensitive situations with professionalism, emotional intelligence, and urgency
• Ensure clients feel informed, cared for, and supported throughout the process

Transaction & Listing Oversight

• Oversee transactions and listings from contract to close
• Ensure timelines, documents, inspections, vendors, escrow coordination, and follow-up are handled properly
• Proactively manage transaction coordination and client care throughout the process
• Anticipate issues before they become problems and ensure solutions are implemented quickly
• Ensure all parties are properly communicated with and updated
• Delegate transaction-related tasks appropriately to team members and virtual assistants
• Maintain organization, compliance, and operational accuracy within transaction files
• Ensure listing preparation, timelines, and operational tasks are completed efficiently

Team Leadership & Accountability

• Manage and oversee the virtual assistant team and in-person support staff
• Delegate tasks clearly and ensure accountability and completion
• Manage team priorities, scheduling, and operational communication
• Coordinate weekend staffing, event staffing, and operational support coverage
• Ensure team members understand priorities, deadlines, and expectations
• Create accountability systems that improve consistency and execution
• Participate in hiring, onboarding, training, performance management, and termination processes for virtual assistants and support staff
• Support leadership by helping organize workload, communication flow, and team structure

Event Management & Execution

• Coordinate and oversee client events, open houses, community events, and marketing activations
• Manage event logistics from planning through execution
• Coordinate staffing, setup, timelines, signage, vendors, supplies, and follow-up
• Ensure events are well-organized, properly staffed, and aligned with company standards
• Assist in creating systems for smoother event execution and follow-up
• Ensure events create strong client and community experiences

Marketing Oversight & Coordination

• Oversee the execution of marketing for listings, open houses, events, and client campaigns
• Ensure marketing timelines, deliverables, and promotional materials are completed on time and at a high standard
• Coordinate with the marketing team to ensure organization, consistency, and follow-through
• Help create systems and workflows that improve marketing execution and accountability
• Ensure events and open houses are properly promoted across appropriate channels
• Monitor listing marketing progress and ensure no opportunities are missed
• Bring forward creative ideas and operational improvements for marketing initiatives when applicable
• Help maintain consistency in branding, communication, and client-facing presentation

Systems, SOPs & Process Improvement

• Ensure Standard Operating Procedures (SOPs) are created, organized, maintained, and regularly updated
• Continuously identify operational inefficiencies and improve workflows across the business
• Help implement systems that create consistency, accountability, and scalability
• Ensure team members are properly following established procedures and operational standards
• Work with leadership to refine internal processes, communication structures, and operational expectations
• Assist in documenting recurring workflows and building repeatable systems for growth

Technology, AI & Systems Innovation●

• Research, evaluate, and help implement new technology, automation, and AI systems that improve operational efficiency and reduce workload across the company
• Identify opportunities to streamline communication, follow-up, task management, marketing, and client experience through technology and automation
• Help integrate systems that improve team productivity, accountability, and scalability
• Assist leadership in adapting and optimizing evolving AI tools and operational platforms
• Ensure technology systems are organized, functional, and properly utilized by the team
• Help create workflows that allow the business to operate more efficiently with less manual oversight

Financial & Business Operations Support

• Assist leadership with operational budgeting, spending reviews, and business organization
• Participate in quarterly business reviews focused on operational performance, expenses, efficiency, and growth opportunities
• Help monitor operational expenses and identify opportunities for improved efficiency and cost management
• Assist in preparing internal reporting related to operations, workflow tracking, and team performance
• Support operational profit and loss awareness and business performance tracking
• Help leadership evaluate operational priorities based on company goals and financial considerations

• Must have a valid Real Estate License
• Extremely organized and detail-oriented
• Strong leadership, delegation, and accountability skills
• Excellent communication and follow-through
• High emotional intelligence and professionalism
• Proactive problem solver who anticipates needs before being asked
• Able to manage multiple priorities simultaneously
• Calm under pressure in fast-paced environments
• Strong operational thinker who enjoys creating structure and systems
• Strong people management and leadership abilities
• Tech-savvy and excited about leveraging AI, automation, and operational systems
• Open-minded and adaptable to rapidly evolving technology
• Able to identify operational bottlenecks and recommend tech-driven solutions
• Comfortable learning and implementing new software platforms and workflows
• Real estate operations experience preferred
• Familiarity with CRMs, transaction coordination, operations systems, and team management preferred

Doherty Real Estate Group is a community-focused real estate firm dedicated to making a difference in Mission Viejo, CA, and the surrounding areas. Our mission goes beyond real estate; we aim to support and uplift local businesses through our Small Business Spotlight section. By featuring local businesses, we hope to give them the traction they need for success, thereby fostering community growth and bringing more business opportunities to our region.