Job Overview

We are seeking a highly meticulous Real Estate Pipeline & Compliance Manager (Pipedrive) to join our Operations team in a high-impact, compliance-adjacent role. Responsible for the accuracy, integrity, and flow of our transaction pipeline, you will manage 800–1,000 active deal cards simultaneously within Pipedrive. This position acts as our first line of quality control—you will review and extract data from legal contracts (such as PSAs and Lease Agreements), verify state-specific compliance documents, and follow strict naming conventions to preserve automated workflows. The ideal candidate has transaction coordination or legal operations experience and thrives under high accountability. This is a full-time remote position working 40 hours per week aligned with PST business hours.

Schedule

Mon-Fri, final schedule to be determined, PST time (40 hours per week)

Responsibilities

• Create new deal cards in Pipedrive from Representation and OSL Agreements; manage 800–1,000 active deal cards simultaneously.
• Screen for duplicate deal cards and potential dual agency conflicts before creating new cards.
• Split portfolio deals into individual cards, manage master rep deal cards, and link related deals as transactions evolve.
• Follow strict naming conventions for all deal cards, folders, and documents — errors break CRM automation.
• Review all incoming documents (Rep Agreements, OSL Agreements, PSAs, Leases, LOIs, Amendments, Settlement Statements, Agency Disclosures) for completeness and compliance before uploading to Pipedrive.
• Verify signatures, dates, and state license numbers on all agreements; confirm the correct Agency Disclosure is present for each state involved.
• Flag documents as Compliant, Insufficient, or Missing and create Compliance team follow-up activities accordingly.
• Extract key data from Representation Agreements and PSAs: effective dates, expiration terms, commission percentages, deal values, EMD requirements, and calculated closing dates.
• Maintain a structured activity schedule in Pipedrive — Status Updates, Document Requests, LOI Review flags, and compliance handoffs — across all active deals.
• Proactively identify and resolve missing documents, overdue activities, and pending status changes.

Requirements

• Demonstrated ability to read and extract key data from legal contracts, preferably real estate Representation Agreements, Purchase and Sale Agreements, Lease Agreements, and related documents.
• Proficiency with CRM systems; direct experience with Pipedrive is a significant advantage.
• Exceptional attention to detail—capable of catching missing signatures, incorrect license numbers, wrong dates, and naming convention errors across hundreds of active records.
• Advanced organizational skills with the ability to manage a high volume of simultaneous records without sacrificing accuracy.
• Excellent written communication skills and a professional, client-facing email presence.
  Ability to calculate dates, commissions, and deal values from contract language, including terms expressed as a number of days or months from an effective date.
• Proven ability to maintain accuracy under pressure and meet deadlines in a fast-moving operations environment.
• Experience in a transaction coordination, compliance, or legal operations role within a real estate brokerage or related firm is preferred.
• Familiarity with multi-state real estate compliance requirements and state-specific brokerage regulations is preferred.
• Experience working with CRM automation workflows and understanding how data entry sequence affects downstream process triggers is preferred.
• Comfort working independently with detailed procedural guidelines and internal reference documents (e.g., state cheat sheets, naming convention protocols) is preferred.

Independent Contractor Perks

Permanent work from home

Immediate hiring

Health Insurance Coverage for eligible locations

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.