Listing Coordinator for Real Estate Team

The Listing Coordinator & CRM Manager plays a critical role in supporting a fast-paced, high-performing Large real estate Team ( 15 Agents ) by managing the listing lifecycle from listing preparation, signing and activating the listing, through the marketing cycle to an accepted contract. While maintaining the integrity of the team's CRM and transaction management systems. This position serves as the primary administrative liaison between sellers & agents, ensuring every listing is processed accurately, efficiently, and with exceptional client service. You will be managing over 100 Listings. This is a fast paced high volume position. Long term opportunity.

The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple deadlines while maintaining a superior client experience.

## Key Responsibilities

### Listing Management & Coordination

* Prepare and distribute listing agreements and associated listing documentation.
* Verify accuracy of listing terms including pricing, commissions, listing periods, and required disclosures.
* Coordinate execution of all listing documents and ensure all signatures, initials, and required fields are completed.
* Communicate with sellers via phone, text, email, and electronic signature platforms.
* Explain listing procedures and next steps to clients.
* Manage seller homework packages including disclosures, property information forms, surveys, rental schedules, and additional required documentation.
* Coordinate professional photography, scheduling, vendor communication, and follow-up.

### MLS & Marketing Administration

* Prepare and enter listings into MLS systems.
* Verify listing accuracy, remarks, property details, supplements, and compliance requirements.
* Upload and manage listing photos and marketing assets.
* Coordinate seller activity reporting through ---------- , Zillow, Boldtrail, Followup Boss and other marketing platforms.
* Configure and maintain ShowingTime settings, showing instructions, and access information.
* Manage open house tracking systems and listing promotion tools.

### CRM & Database Management

* Maintain accurate and up-to-date records within CRM, transaction management, and brokerage systems.
* Enter and update seller information, listing details, commission structures, lead sources, and property notes.
* Create and manage automated reminders, follow-up tasks, and listing expiration alerts.
* Monitor database integrity and ensure all client records remain current and complete.
* Track seller communication, outstanding documentation, and listing milestones.
* Generate reports and provide updates to team leadership regarding listing status and CRM performance.

### Compliance & Transaction Oversight

* Maintain compliance with brokerage policies and state real estate regulations.
* Submit listing files for broker review and approval.
* Conduct regular file audits to ensure required documentation is complete and properly organized.
* Resolve missing documentation and compliance deficiencies.
* Monitor listing expiration dates and coordinate extensions, renewals, or cancellations as needed.
* Ensure all transaction records are organized, accessible, and audit-ready.

### Vendor & Team Coordination

* Coordinate with photographers, marketing vendors, transaction management personnel, and brokerage staff.
* Communicate listing updates to agents, tea ---------- mbers, and administrative staff.
* Track photography invoices and coordinate payment processing.
* Maintain relationships with vendors and ensure timely completion of services.

### Client Experience Management

* Deliver a high level of customer service throughout the listing process.
* Provide consistent communication and updates to sellers and agents.
* Anticipate client needs and proactively resolve issues.
* Ensure every seller receives a smooth, professional, and organized listing experience.

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## Qualifications

### Required

* Administrative, transaction coordination, listing coordination, or real estate operations experience.
* Strong knowledge of residential real estate transactions.
* Experience with MLS systems and transaction management platforms.
* Exceptional organizational and time management skills.
* Strong written and verbal communication abilities.
* Ability to manage multiple projects and deadlines simultaneously.
* High attention to detail and accuracy.

### Preferred

* Experience with Transaction management systems
* CRM management experience within a real estate environment.
* Knowledge of brokerage compliance requirements.
* Experience supporting a high-volume real estate team.

## Core Competencies

* Client Service Excellence
* Organization & Time Management
* Communication & Relationship Building
* Attention to Detail
* Problem Solving
* Process Management
* Technology Proficiency
* Compliance Awareness
* Multitasking
* Team Collaboration

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## Performance Expectations

Success in this role will be measured by:

* Accurate and timely listing onboarding.
* Compliance audit completion and file accuracy.
* CRM data integrity and maintenance.
* Seller satisfaction and communication standards.
* Listing activation timelines.
* Reduction of documentation errors and compliance issues.
* Effective management of listing expirations and renewals.
* Consistent support of agents and team operations.

This position is essential to maintaining operational excellence, delivering exceptional client service, and ensuring the successful execution of every listing from contract to market.

NOTE: This position will NOT be doing TC services from Accepted OFFER - Contract to Closing. Only TC services from Listing preparation to MLS to Marketing to Accepted OFFER.