AI & Automation Lead (Real Estate) at Houston Properties Team

Houston, Texas, United States -

Full Time

Start Date

Immediate

Expiry Date

30 May, 26

Salary

0.0

Posted On

01 Mar, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Automation, AI Integration, Transaction Coordination, Workflow Architecture, Zapier, Make, API Integration, Prompt Engineering, Real Estate Operations, Compliance Management, Data Extraction, Process Overhaul, Change Management, CRM Management, Dotloop, DocuSign

Industry

Real Estate

Description

The Mission The real estate industry is stuck in the past, relying on endless manual data entry, repetitive emails, and clunky transaction management. Your mission is to change that for our team (the Houston Properties Team) and our network (the Real Edge Network). You are being brought in to completely overhaul our Transaction Coordination (TC) department. You will analyze our current contract-to-close lifecycle and leverage AI, Zapier, APIs, and modern tech to build a seamless, hyper-efficient backend machine that helps agents close transactions and delivers excellent service to clients. What You Will Do Audit & Overhaul: Map out our entire existing transaction process from executed contract to closing. Identify every bottleneck, manual data entry point, and repetitive task that is slowing the Success Team down. Build the Automations: Architect and deploy automated workflows (using tools like Zapier, Make, or native API integrations) connecting our CRM that we built, Dotloop/DocuSign, MLS, and communication platforms. Implement AI Solutions: Integrate AI tools to handle heavy lifting - whether that's using AI to extract key dates and terms from PDF contracts, drafting compliance emails, or creating AI agents to answer standard client/agent FAQs during the escrow process. Reduce Friction: Your ultimate KPI is reducing the hours spent per transaction. You will build a system where data is entered once and flows perfectly everywhere it needs to go. Train the Team: You won't just build the machine; you will help our existing Success Team and TCs transition into using it, providing clear SOPs and troubleshooting support. Who You Are An Operations Obsessive: You look at a 15-step manual checklist and immediately know how to turn it into a 2-step automated workflow using the newest AI tools. Real Estate Fluent: You understand the anatomy of a real estate transaction. You know what an amendment is, you understand compliance timelines, and you are familiar with industry-standard tools (Dotloop, DocuSign, ZipForm, standard CRMs). You can't have this job if you haven't been a real estate agent or transaction coordinator for multiple years where you've lived the pain of managing files and compliance. Highly Technical: You are a wizard with automation platforms (Zapier, Make) and comfortable working with webhooks, APIs, and advanced AI prompt engineering. A Change Agent: You know that the best tech in the world is useless if the team doesn't adopt it. You are patient, clear, and skilled at rolling out new systems to operators who are used to doing things the "old way." Detail-Oriented: In real estate transactions, a missed date costs money. You build systems that are bulletproof, redundant, and secure. You’ve Probably Faced These Challenges Before: Incomplete or messy transaction files slowing down closings. Managing tight deadlines and juggling 15–30+ active transactions without clear processes. Being the go-to for agents, clients, lenders, and title companies — often all at once. Handling environments where your proactive, detail-oriented mindset wasn’t fully appreciated. While you've lived these pain points, you believe the solution is not "do more hours of work" but instead "reinvent the processes using AI tools to do the work and manage the AI agents." If you’re nodding along — you may be exactly who we’re looking for. Success Looks Like Building Programs Where: Clients consistently say, “I felt so taken care of.” Agents trust you and your systems completely because you protect their reputation and their clients. Problems get solved before they ever become visible to the client. You elevate the team — helping every agent deliver a smoother, more confident client experience. WHAT WE OFFER YOU Freedom to Innovate: We value initiative and welcome improvements to our systems. Cutting-Edge Tools: We'll equip you with every tool you need to work smart. Fully Remote (Forever): Work where you work best. Competitive Pay: Salary + bonus, based on expertise and results. Real Impact: You’ll directly contribute to smoother transactions and happier clients. ABOUT THE HOUSTON PROPERTIES TEAM At the Houston Properties Team, we help clients and teammates make wise decisions. We view every home and career as an investment in both life and long-term wealth. We’re ranked as the #1 boutique real estate team in Houston with $2+ billion in sales and 1,000+ five-star Google reviews. Our core values drive everything we do: Accountable: We do what we say, and we stand behind it. Caring: We treat every client and teammate like they matter — because they do. Coachable: Feedback helps us grow. Transparent: We value honesty, not spin. Knowledgeable: We invest in learning to better serve others. How to Jump the Queue You can apply through this portal, but the system is designed to automatically filter candidates based on standard criteria. If you are the true operations and automation architect we are looking for, you probably hate standard HR processes anyway. To bypass the line and go straight to the top, here is the inside track: Bypass this system entirely and pitch directly to our Team Leader, Bob. His contact info is not listed here - you will need to use your resourcefulness to find his direct email or cell phone. Your Mission: We want to see how you think about workflow architecture. Consider this highly common, manual real estate scenario: A real estate agent emails a fully executed, 15-page PDF Purchase Contract to a generic inbox. > Your Deliverable: Send Bob a brief message (text or email) outlining your exact technical architecture to automate this intake process. How would you build a workflow (using Zapier, Make, APIs, AI parsers, etc.) that automatically: Ingests the PDF. Extracts the 4 critical dates (Execution Date, Earnest Money Deadline, Option Period expiration, and Closing Date). Pushes that data into a CRM and creates calendar events. Drafts the introductory email to the Title Company and Lender. The Pitch: We don't want a 10-page essay. Send Bob either a highly structured, 5-bullet executive summary of the tech stack and data flow, or a link to a 3-minute Loom video explaining your build. If your logic is sound and your tech stack is modern, he will reply directly with a Calendly link for a confidential first call.

Responsibilities

The primary mission is to overhaul the Transaction Coordination department by analyzing the contract-to-close lifecycle and building a hyper-efficient backend machine using AI, Zapier, and APIs. This involves architecting automated workflows to connect the CRM, document systems, and communication platforms, aiming to drastically reduce manual hours spent per transaction.