ABOUT THE JOB
This is not a traditional operations role. You sit at the centre of DDRE Global’s advisor operations, supporting 30+ advisors to run their businesses with clarity, pace and independence.
Your role is to understand how the business works, how each advisor operates, and where they need guidance, process, data, tools or signposting. You keep information flowing between advisors, operations, marketing, technology, compliance and leadership.
Rather than completing every task for advisors, you help build the systems, guidance and habits that make them self-sufficient. You will be a CRM and workflow expert, a trusted point of contact for day-to-day operational questions, and a sharp observer of what is slowing people down.
You use technology, AI and clear process design to increase advisor capacity, improve the quality of support and remove repeated manual work. You spot patterns, brief the technology team with clear requirements, and build simple AI-enabled solutions where appropriate.
This role suits someone highly organised, commercially aware, curious, practical, confident with systems, and energised by being the connector at the centre of a growing business.
RESPONSIBILITIES
Advisor operations and business support
- Act as a first point of guidance for 30+ advisors on core operating processes, tools and ways of working.
- Build a strong understanding of each advisor’s business, working style, current priorities and common blockers.
- Signpost advisors to the right tools, templates, people and processes so they get clear answers quickly.
- Use judgement to identify when an advisor needs hands-on support, a clearer process, extra training or a better system.
- Support advisor onboarding by helping new advisors understand how DDRE works and how to access the right support.
- Keep advisor-facing guidance clear, practical and up to date.
Systems, CRM and process improvement
- Act as the internal CRM and workflow expert, helping advisors use systems properly and consistently.
- Keep CRM data, client dashboards and internal tracking tools accurate and up to date.
- Use CRM data to draft and support key documentation, including terms of business, offer letters and memoranda of sale.
- Identify recurring questions, manual work and process gaps, then turn them into better guidance, workflows or technology requests.
- Brief the technology team clearly on advisor needs, operational pain points and opportunities for improvement.
- Build simple AI-enabled solutions, prompts, templates or automations where they improve speed, accuracy or self-service.
- Test new tools and workflows before they are rolled out to advisors, then gather feedback and refine them.
Listings, client operations and content coordination
- Support lettings operations during busy periods, overflow periods or holiday cover.
- Coordinate administrative freelancers and external support where needed.
Office and business operations
- Manage shared inboxes and first-line enquiries across phone, WhatsApp and email where appropriate.
- Keep internal tools, knowledge banks and trusted supplier information accurate and easy to use.
- Support office operations, including key registers, office suppliers and liaison with building management where needed.
- Use initiative to identify areas of the business that would benefit from better process, ownership or technology.
- Help maintain a calm, organised and responsive operating environment for advisors and the wider team.
Skills and experience – must haves
- 3+ years’ experience in a residential real estate operational, administrative, team support or business support role.
- Strong confidence with CRM systems, workflow tools and Microsoft 365.
- Experience using work management platforms such as Monday.com or similar.
- Demonstrable use of AI to make you more efficient and effective (this is not just using ChatGPT to rewrite your emails)
- High attention to detail, with strong ownership of data accuracy, process follow-through and documentation.
- Excellent written and verbal communication skills. Must be fluent in English.
- Strong judgement and confidence in deciding when to solve, signpost, escalate or simplify.
- Curious and proactive with technology, including a willingness to use AI tools to improve day-to-day work.
- Highly organised, diligent and efficient, with the ability to manage competing priorities.
- Responsible, self-starting and comfortable working in a fast-paced environment with some ambiguity.
- Warm, diplomatic and relationship-led, with the ability to build trust across advisors, basecamp teams and leadership.
- Honest, discreet and trustworthy when handling client, advisor and company information.
- Ability to create and deliver training material in person and virtually
What success looks like
- Advisors know where to go, what to do and which tools to use without needing repeated one-to-one support.
- The business has clearer advisor processes, cleaner data and fewer recurring operational questions.
- The technology team receives sharper, better-evidenced briefs based on real advisor needs.
- AI, templates and workflow improvements reduce manual work and increase the number of advisors supported well.
- You are known as the person who understands the business deeply and connects the right people, information and systems at the right time.
- Delivers projects on time, on budget and through cross-collaboration with colleagues
- Creates data insights and dashboards that will continually drive DDRE’s growth and expansion strategy
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