Head of Operations & Business Systems

EveryPlace is a rapidly growing Arizona real estate brokerage focused on creating a smarter, more efficient way for real estate professionals to work and grow.

As the organization expands, we are strengthening the processes, systems, and operational infrastructure that support our agents and employees. We are looking for someone who can evaluate how work gets done, identify where systems or processes are falling short, and implement practical solutions that improve efficiency, consistency, and performance.

We are not looking for someone who only identifies problems or develops recommendations. We are looking for someone who takes ownership and follows solutions through implementation.

The Mission

The Head of Operations & Business Systems will lead the evaluation, design, and improvement of EveryPlace’s business processes and technology systems.

This role will work across departments to reduce operational friction, improve system utilization, connect platforms, strengthen reporting, and create scalable processes that support company growth.

The right candidate will understand both business operations and technology. They will be able to evaluate a workflow from beginning to end, determine where breakdowns occur, and build a better process using the right combination of people, systems, automation, and accountability.

Success in this role means making EveryPlace easier to operate and easier to grow.

What You Will OwnBusiness Operations & Process Improvement

• Evaluate workflows across brokerage operations, agent services, recruiting, onboarding, marketing, finance, and other support functions
• Identify bottlenecks, duplicated work, inconsistent practices, and unnecessary manual processes
• Redesign workflows to improve speed, accuracy, accountability, and scalability
• Establish repeatable processes and operating standards across departments
• Create clear process maps, procedures, and ownership structures
• Partner with leaders and employees to understand operational challenges before implementing changes
• Monitor redesigned processes and make adjustments based on results and user feedback
• Ensure operational improvements align with company goals and the needs of real estate agents

Business Systems Management

• Evaluate and optimize CRM, transaction management, marketing, communication, reporting, and productivity systems
• Serve as a business systems owner who understands how platforms work together across the organization
• Improve system configuration, utilization, adoption, and data quality
• Identify overlapping tools, system gaps, and unnecessary technology expenses
• Establish consistent standards for system access, workflows, fields, data entry, and reporting
• Coordinate system updates, implementations, migrations, and vendor-supported projects
• Maintain documentation for configurations, integrations, workflows, and system changes
• Troubleshoot business system issues and coordinate solutions with vendors or technical partners

Systems Integration & Automation

• Identify opportunities to connect systems and reduce duplicate data entry
• Design automated workflows for lead routing, notifications, task creation, data updates, reporting, approvals, and client communication
• Build or coordinate integrations using APIs, webhooks, automation platforms, and available system tools
• Improve the transfer of information between CRM, marketing, transaction, financial, and reporting platforms
• Test automations and integrations before launch
• Monitor system connections and quickly resolve failures or data issues
• Ensure automations include appropriate oversight, quality controls, and exception handling
• Use AI where it provides a practical benefit to productivity, communication, data management, or decision-making

Agent & Employee Experience

• Develop systems and processes that make it easier for agents to manage leads, clients, transactions, and business development activities
• Reduce the administrative burden placed on agents and support teams
• Improve onboarding processes for agents and employees
• Create consistent service standards and internal handoffs
• Gather feedback from users to identify system and workflow challenges
• Develop guides, training materials, and practical resources for new processes and systems
• Support adoption through clear communication, training, and ongoing assistance
• Balance standardization with the practical needs of different teams and markets

Data, Reporting & Decision Support

• Improve the accuracy, availability, and consistency of operational data
• Build and maintain dashboards and reports for leadership and department managers
• Establish key performance indicators for business systems and operational processes
• Identify trends, risks, and opportunities through operational data
• Create reporting processes that reduce manual preparation and improve visibility
• Partner with leadership to define reporting needs and decision-making priorities
• Ensure data definitions and reporting standards are consistent across the organization

Project & Vendor Management

• Lead business system implementations and operational improvement projects from discovery through launch
• Establish project requirements, timelines, responsibilities, risks, and success measures
• Manage multiple initiatives while maintaining clear priorities and stakeholder communication
• Evaluate technology vendors based on functionality, integration capabilities, cost, security, and scalability
• Coordinate vendor relationships, implementation support, and performance reviews
• Develop business cases for proposed systems and operational investments
• Track project outcomes, adoption, cost savings, and return on investment

Operational Controls & Scalability

• Identify operational risks, control gaps, and areas of inconsistent execution
• Develop processes that support accuracy, compliance, confidentiality, and accountability
• Establish appropriate access controls and data governance practices
• Build systems and workflows capable of supporting continued organizational growth
• Ensure processes do not depend entirely on one person’s knowledge
• Create contingency plans for critical systems and operational functions
• Support leadership in preparing the organization for new markets, teams, and business opportunities

What This Role Is Not

• This is not a traditional office management position
• This is not an administrative support role
• This is not a strategy-only or consulting position
• This is not solely an IT help desk role
• This is not a pure project management position
• This is not a role for someone who stops after making a recommendation
• This role is accountable for implementing solutions and improving measurable operational outcomes, This role will operate with significant autonomy and direct access to leadership, employees, operational data, and company systems. The Head of Operations & Business Systems will be expected to personally evaluate workflows, configure systems, document processes, coordinate implementations, and ensure improvements are successfully adopted.

Performance will be measured by operational efficiency, system reliability, user adoption, data quality, cost savings, and the organization’s ability to scale.

Pay: $80,000.00 - $110,000.00 per year

• A systems thinker who sees how people, processes, data, and technology work together
• Naturally curious about why work is performed a certain way and whether there is a better approach
• Comfortable moving between operational strategy and hands-on implementation
• Experienced in improving processes within a fast-moving organization
• Able to translate business needs into system requirements and practical solutions
• Organized enough to manage complex projects without losing sight of the details
• A strong communicator who can work effectively with executives, department leaders, agents, employees, and vendors
• Comfortable challenging existing practices while remaining collaborative and solutions-focused
• Focused on adoption and measurable outcomes rather than simply launching new tools
• A self-starter who takes ownership and follows projects through completion, * Five or more years of experience in business operations, business systems, process improvement, technology implementation, or a related field
• Experience evaluating and redesigning cross-functional business processes
• Strong experience administering, implementing, or optimizing CRM and business software platforms
• Experience with systems integration, workflow automation, and data management
• Familiarity with automation platforms such as Zapier, Make, n8n, Microsoft Power Automate, or similar tools
• Ability to understand APIs, webhooks, data flows, and system relationships
• Experience developing operational reports, dashboards, and performance metrics
• Demonstrated success leading system implementations or process improvement projects
• Strong vendor management and business case development skills
• Working knowledge of AI tools and their practical use in business operations
• Understanding of data privacy, access controls, and responsible technology use
• Demonstrated impact through efficiency improvements, cost savings, risk reduction, or improved business performance
• Real estate, proptech, mortgage, title, or another high-volume sales environment is strongly preferred

Pulled from the full job description

• 401(k)
• Health insurance
• Paid time off
• Vision insurance
• Dental insurance, * 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

EveryPlace is a high-performance, fast-moving organization. We value people who take ownership, think ahead, communicate clearly, and look for ways to make the business better.