Office Manager at Hometrack in Timonium, MD

Office Manager Real Estate Photography & Marketing Reports To: CEO & Sales/Operations Manager | Location: Lutherville, MD | In-Office | Compensation: $45,000–$55,000

Position Summary

We are a fast-growing real estate photography and marketing company looking for an experienced Office Manager to join our leadership team. This is not a traditional administrative role. We are looking for a proven operator who can walk in, take ownership of day-to-day business operations, manage our team, and immediately begin reducing the operational load on executive leadership.

The Office Manager will work directly alongside the CEO and Sales & Operations Manager to ensure daily operations run smoothly, team members are held accountable, workflows are efficient, and company initiatives are executed effectively. This person will have real authority, a seat at the leadership table, and a direct impact on how we grow.

The ideal candidate is highly organized, decisive, experienced managing cross-functional teams, and thrives in fast-paced, high-volume service environments. You don't wait to be told what to do. You identify what needs to happen and make it happen.

What You'll Own

Day-to-Day Team Management

• Directly manage and support daily operations across scheduling, production, editing, sales, and administrative departments
• Hold team members accountable to performance standards, deadlines, and company expectations
• Conduct monthly one-on-one performance meetings with employees across each department to review progress, address concerns, and reinforce accountability
• Serve as the go-to operational leader for internal team questions, conflicts, and daily priorities
• Maintain team communication, alignment, and follow-through across all departments
• Support hiring, onboarding, and performance management of team members and contractors
  
  

Operational Leadership & Execution

• Oversee daily workflow execution across multiple departments to ensure efficiency and consistency
• Identify and resolve operational bottlenecks, communication gaps, and recurring issues
• Maintain and improve SOPs, workflows, and internal operational systems
• Monitor KPIs, turnaround times, and team productivity across departments
• Ensure company initiatives and leadership decisions are communicated and implemented across teams
  
  

Executive Support

• Serve as a key operational support partner to the CEO and Sales & Operations Manager
• Help prioritize, coordinate, and execute leadership initiatives and operational projects
• Assist with internal reporting, project follow-up, and cross-department alignment
• Reduce executive workload by owning operational execution independently
• Participate in leadership meetings and contribute to strategic planning discussions
• Work alongside the team to manage the CEO's calendar, scheduling priorities, and internal projects to ensure leadership time is protected and organized
  
  

Systems, Process & Technology

• Maintain and improve CRM systems, scheduling platforms, and operational reporting tools
• Actively identify and implement AI-driven tools and automation to streamline internal workflows, reduce manual tasks, and save time for both employees and clients
• Lead the development and rollout of automated systems across scheduling, communication, reporting, and client delivery processes
• Embrace and champion AI across all areas of the business from client-facing processes to internal operations with a mindset of continuous improvement and efficiency
• Maintain organization of internal documentation, operational resources, and process standards
• Identify recurring inefficiencies and recommend scalable solutions
  
  

Client Experience & Service Quality

• Support teams in maintaining high service delivery standards and client satisfaction
• Assist with operational escalations, scheduling conflicts, and client-facing workflow issues
• Monitor service delivery processes to ensure consistency, quality, and efficiency
  
  

What We're Looking For

• 3+ years of experience in operations management, office management, team leadership, or a related field
• Proven experience directly managing cross-functional teams in fast-paced service environments
• Strong leadership presence — you can command respect from a team without micromanaging
• Experience supporting executive leadership or working closely with founders/CEOs
• Excellent organizational, communication, and follow-through skills
• Experience with CRM systems, scheduling platforms, and workflow management tools
• Openly embraces AI — you are excited about using AI tools to eliminate inefficiencies, save time for employees, and improve the client experience across the board
• Background in agency operations, creative production, field services, or client service businesses preferred
• You naturally close loops — you follow up, follow through, and make sure things actually get done
• Eager to grow — you are invested in your own development and in growing alongside the company
• Exceptionally organized — you keep people, priorities, and processes aligned without things falling through the cracks
• Outstanding follow-through — when you commit to something, it gets done, on time, every time
• Strategic thinker — you can zoom out, see the bigger picture, and help leadership think through decisions and operational direction
  
  

Core Competencies

• Operational Leadership & Execution
• Team Management & Accountability
• Cross-Department Coordination
• Executive & Leadership Support
• Process Improvement & Workflow Optimization
• CRM & Scheduling Systems
• Problem Solving & Decision Making
• Communication & Follow-Through
• AI & Automation Integration
• KPI Tracking & Performance Monitoring
  
  

Why This Role Matters

This is a critical leadership hire for our company. The Office Manager becomes the operational glue that holds our teams together, the person who ensures daily execution happens, departments stay aligned, and leadership can focus on strategic growth. You will have real ownership, real authority, and a direct path to growing with the company as we scale.

If you are an experienced operator who thrives in fast-moving environments, takes pride in getting things done, and wants to be part of a leadership team building something great, we want to hear from you.