AI Implementation & Operations Manager

Real Estate & Leadership Coaching | Remote | Ongoing Opportunity

I’m seeking a high-level thinker who can help build and manage an AI-supported business across real estate, property operations, and leadership coaching.

I have more than 26 years of real estate experience, operate Forrest Properties / Forrest Homes Inc., and am a certified leadership coach.

My goal is to create a coordinated team of AI assistants—or “AI employees”—connected to my business tools, with a capable person designing the systems, overseeing their work, and collaborating with me.

This role combines AI implementation, operations, executive assistance, and marketing. You should be comfortable understanding a business need, recommending a solution, building it, testing it, and maintaining it.

The Main Objective

Help me spend less time managing scattered information and repetitive tasks by creating systems that:

• Bring my real estate emails into one organized workspace.
• Help review, prioritize, summarize, and act on incoming information.
• Maintain my schedules, appointments, deadlines, and follow-up tasks.
• Support consistent marketing for real estate and coaching.
• Allow specialized AI assistants to work together through connectors and automation.
• Give me clear visibility into what needs my attention.

I need someone who can think ahead, ask useful questions, and turn ideas into working processes.

Key Responsibilities

Build and Manage AI Assistants

Create specialized AI assistants with defined responsibilities, such as:

• Email assistant: organizes messages, summarizes conversations, identifies action items, and prepares replies.
• Scheduling assistant: identifies scheduling requests, checks availability, and helps coordinate appointments.
• Real estate operations assistant: tracks inquiries, property tasks, important dates, and outstanding follow-ups.
• Marketing assistant: drafts and repurposes content, supports campaigns, and maintains the marketing calendar.
• Coaching assistant: helps organize inquiries, onboarding, appointments, and client communications.

For each assistant, establish its instructions, information sources, tools, permissions, handoffs, and review requirements.

Determine when a task needs AI reasoning, when a straightforward automation is sufficient, and when human judgment is required.

Connect My Tools and Information

• Use connectors, Zapier, and other appropriate integrations to connect email, calendars, files, CRM systems, forms, and task management tools.
• Recommend a practical setup based on my existing tools and business needs.
• Build workflows that allow information to move between systems without repeated manual entry.
• Test for duplicate records, missing information, failed actions, and incorrect routing.
• Document the setup, costs, dependencies, and maintenance requirements.
• Monitor workflows and resolve problems after implementation.

Consolidate and Manage Real Estate Email

• Review my existing email accounts and recommend a unified workspace.
• Preserve the original account identity, so replies come from the appropriate address.
• Organize messages by business, property, contact, priority, and action needed.
• Use AI to prepare summaries, identify deadlines, draft responses, and create follow-up tasks.
• Provide a concise daily briefing showing urgent issues, decisions needed, and outstanding commitments.
• Establish clear rules for what can be handled independently and what requires my review.

Maintain Schedules and Follow-Through

• Maintain my business calendars and coordinate appointments.
• Track showings, meetings, coaching sessions, project deadlines, and follow-up dates.
• Identify scheduling conflicts and allow appropriate preparation and travel time.
• Turn commitments from emails and meetings into tracked tasks.
• Follow up on outstanding items and keep me informed before deadlines are missed.

Execute Marketing

• Create polished Canva graphics, property promotions, coaching content, and reusable templates.
• Create and schedule social media posts and short videos.
• Build email campaigns, newsletters, and lead nurture sequences.
• Maintain a rolling 30-day marketing calendar for both businesses.
• Use AI to support content creation while checking accuracy and preserving my voice.
• Track inquiries, appointments, and campaign results.

Collaborate and Improve Operations

• Translate my ideas into priorities, workflows, and completed projects.
• Recommend improvements with a clear explanation of the benefit, cost, and effort.
• Communicate proactively and flag problems early.
• Provide weekly updates on completed work, system performance, results, and next priorities.
• Keep systems understandable so the business is not dependent on undocumented knowledge.

Required Qualifications

• Demonstrated experience implementing AI assistants or agents that use connected business tools.
• Hands-on experience with connectors and Zapier integrations.
• Ability to build, troubleshoot, and maintain workflows involving email, calendars, CRM systems, and task management.
• Strong understanding of permissions, confidential information, and human approval points.
• Experience managing inboxes, calendars, and competing priorities.
• Strong Canva, social media, and email marketing skills.
• Excellent written English and careful proofreading.
• Ability to organize scattered information into clear, usable systems.
• Strong judgment, initiative, and reliable follow-through.
• Availability for agreed working hours with overlap in U.S. Central Time.

Preferred experience:

• Real estate, property management, or transaction support.
• Coaching, consulting, or personal brands.
• API integrations and troubleshooting beyond standard connector settings.
• Executive operations or project management.

The Person I’m Looking For

You can see the larger business picture while staying attentive to details.

You ask questions such as:

• What outcome are we trying to achieve?
• Where should this information live?
• Who or what owns the next action?
• How will we know the workflow succeeded?
• What happens when something goes wrong?

You can collaborate with me, recommend a sensible approach, and carry the implementation through to completion.

How to Apply

Please provide:

• Your relevant experience and résumé. - send to Marketing@KathleenForrest.com
• Complete the DISC analysis prior to submitting resume - https://wizehire.com/team/assessment/edmond-real-estate-office
• Two examples of AI systems you personally implemented. Explain the business problem, tools connected, your contribution, and the outcome.
• A short screen recording of one working AI or automation workflow. Remove confidential information.
• Examples of Canva designs, social content, and email campaigns.
• Your experience consolidating multiple inboxes and managing calendars.
• Your hourly rate, weekly availability, time zone, and start date.
• Your answer to:

“How would you approach your first 30 days if my emails, calendars, property information, and marketing were spread across several systems?”

Please distinguish systems you have deployed for clients from demonstrations or concepts.

Start your application with “Build + Connect + Execute.”

Pay: From $12.00 per hour

Expected hours: 15.0 per week

Work Location: Hybrid remote in Edmond, OK 73013