Listing Coordinator

Listing Coordinator Job Description

Position Overview

We are seeking a highly organized, proactive, and extremely detail-oriented Listing Coordinator to oversee and support our listings from the initial listing appointment through launch and ongoing listing management.

This position is full-time and in person only; the Listing Coordinator must be locally available to attend listing appointments, photography/video appointments, and other property-specific marketing appointments as needed.

The Listing Coordinator will work closely with our agents, sellers, Marketing Director, photographers, videographers, and other vendors to ensure every listing is accurately prepared, professionally presented, marketed effectively, and kept up to date across all platforms.

Accuracy and attention to detail are extremely important in this role. The Listing Coordinator will be responsible for verifying property information, identifying discrepancies, proofreading materials, and ensuring that information is correct before anything is published or distributed.

Key Responsibilities:

Listing Preparation & MLS Management

• Attend listing appointments with agents to gather property information, take detailed notes, identify important property features and highlights, and assist with preparing the property for launch.
• Gather, organize, and verify all necessary property and listing information.
• Input new listings into both PAAR MLS and ARMLS.
• Ensure all MLS information is complete and accurate, including property details, features, remarks, showing instructions, photos, documents, and other applicable information.
• Write and refine professional, compelling, and accurate listing descriptions and property highlights.
• Thoroughly proofread and review listings before they go live.
• Make timely updates for price changes, status changes, property information, open houses, photos, remarks, and other listing updates.
• Continuously monitor active listings to ensure information remains accurate throughout the listing period.

Photography, Video & Listing Marketing

• Attend photography, videography, and marketing appointments at properties.
• Coordinate with photographers, videographers, agents, sellers, and other vendors to ensure appointments run smoothly and all necessary content is captured.
• Ensure photographers and videographers have the information needed to properly showcase each property.
• Review completed photography, video, and other listing assets for accuracy and completeness.
• Help coordinate listing launch timelines so photography, video, MLS entry, signage, and marketing are completed on schedule.

Marketing Coordination

• Work closely with the Marketing Director to coordinate all property-specific marketing.
• Provide the Marketing Director with accurate property information, photos, features, highlights, and other materials needed to market each listing.
• Assist with coordinating brochures, flyers, postcards, social media content, digital advertising, print advertising, and other listing-specific marketing materials.
• Proofread and verify marketing materials before publication or distribution.
• Ensure addresses, pricing, property features, statistics, photos, and other information are consistent and accurate across all marketing.
• Communicate listing changes promptly to the Marketing Director so marketing materials can be updated accordingly.

Zillow Showcase & Third-Party Website Management

• Manage and oversee Zillow Showcase listings, ensuring each eligible property is properly set up and presented.
• Verify photography, property details, features, pricing, and other information displayed through Zillow Showcase.
• Monitor active listings across third-party real estate websites, including Zillow, Realtor.com, Homes.com, and other listing syndication platforms.
• Regularly review third-party websites to ensure listing information is displaying correctly.
• Identify discrepancies involving pricing, status, property information, photos, or other listing details and work to have them corrected.
• Ensure the online presentation of each property remains professional and consistent throughout the listing period.

Listing Communication & Coordination

• Answer and field incoming phone calls from sellers regarding their active listings, addressing questions, providing updates when appropriate, and directing matters to the listing agent when necessary.
• Answer incoming phone calls and inquiries regarding active listings from prospective buyers, agents, and other parties.
• Provide accurate property information and direct leads, showing requests, seller concerns, or questions to the appropriate agent when necessary.
• Communicate professionally with agents, sellers, prospective buyers, vendors, photographers, and other parties.
• Coordinate listing-related appointments and deadlines through Google Calendar.
• Maintain clear communication with agents regarding listing status, upcoming appointments, outstanding items, marketing needs, and deadlines.
• Proactively follow up on outstanding listing tasks rather than waiting for agents to request updates.

File & Information Management

• Create and maintain organized digital folders for each listing in Google Drive.
• Ensure property photos, videos, documents, marketing materials, property information, and other listing assets are properly organized and easily accessible.
• Maintain listing trackers, marketing schedules, property information, and other internal systems through Google Sheets.
• Keep listing files and internal tracking systems current as information changes.
• Assist with coordinating signs, lockboxes, property access, vendors, and other listing preparation needs.

Systems & Technology

The Listing Coordinator must be comfortable working across multiple technology platforms and learning new systems quickly. This position will regularly utilize:

• PAAR MLS
• NAAR MLS
• ARMLS
• Zillow Showcase
• Zillow
• Realtor.com
• Homes.com
• Google Calendar
• Gmail
• Google Drive
• Google Sheets
• Google Docs and other Google Workspace applications
• ChatGPT
• Additional real estate, marketing, communication, and listing platforms as needed

ChatGPT may be used to assist with listing descriptions, property highlights, marketing copy, emails, and other content; however, the Listing Coordinator is responsible for independently reviewing and verifying all information for accuracy before use or publication.

Qualifications & Skills

The ideal candidate will be:

• Extremely detail-oriented, with a strong ability to catch errors and inconsistencies.
• Highly organized and capable of managing multiple listings, deadlines, appointments, and priorities simultaneously.
• Proactive and able to anticipate what needs to happen next without requiring constant direction.
• A strong written and verbal communicator.
• An excellent writer and proofreader with the ability to create polished listing descriptions and marketing copy.
• Comfortable communicating with agents, sellers, vendors, photographers, and prospective buyers.
• Comfortable learning and working within multiple technology platforms.
• Able to independently verify information rather than assuming information provided is correct.
• Reliable and consistent with follow-up and task completion.
• Able to work both independently and collaboratively within a team environment.
• Familiar with real estate terminology and the listing process; previous real estate or listing coordination experience is preferred.
• Previous experience with PAAR MLS and/or ARMLS is strongly preferred.
• Locally available with reliable transportation to attend listing appointments, photography/video appointments, and other property-related appointments as required.

What Success Looks Like

The Listing Coordinator serves as the central point of organization for each listing. Once a property is handed off to the Listing Coordinator, the team should be able to trust that the details are being handled, deadlines are being monitored, information is accurate, and the listing is being presented professionally.

A successful Listing Coordinator ensures listings are launched accurately, professionally, and on time. MLS information is correct, marketing materials are thoroughly reviewed, online platforms are monitored, vendors and appointments are coordinated, and agents are kept informed without needing to continually follow up.

Most importantly, this person understands that accuracy matters. They take ownership of their work, double-check details, catch discrepancies before they become problems, and make sure nothing falls through the cracks.

Pay: $19.23 - $21.63 per hour

Expected hours: 40.0 per week

Benefits:

• Flexible schedule

Work Location: In person

Salary : $19 - $22