Job Description
Our Listing/Operations Coordinator (LOC) is an outgoing, energetic, team player who brings their attention to detail to the table in order to play a key role in the achievement of our real estate team’s and client’s goals through back-end operations management and facilitation of a smooth listing process. Reporting directly to the Director of Operations, this is a self-motivated thinker who is detail-oriented, thinks outside the box, and enjoys a fluid schedule.
This person excels at creating systems and improving processes, exemplifies exceptional customer service, works well from a task list, and can strategically manage their tasks without much direction. The LOC must be detail-oriented but maintain a high level of flexibility to adapt to time sensitive projects. The tasks that must be performed to assist our agents and see a listing through from contract to close do not always happen in a linear manner, and therefore, keen attention to detail, organization, and critical thinking are necessary.
Responsibilities
Listing Management:
“Own” all parts of the listing experience, from the drafting of the contract, to the execution of an accepted offer, and closing out the transaction
Deliver a superior client experience through proactive, personal, and effective communication. Methods of communication include email and managing Compass’ client-facing dashboard.
Manage and coordinate all aspects of the listing between real estate agents, our internal marketing and operations team, and clients ensuring a superior client experience.
Independently manage the simultaneous launch of multiple listings for various agents while keeping the internal team informed of important status updates with regular updates.
Assist Listing Agents by scheduling and attending various appointments on their behalf leading up the launch of a listing, including concierge consults, contractor and staging consultations, post-staging visits, accompanying media vendors and smoke detector technicians, and ad-hoc visits to the properties as necessary.
Regular visits to the property to check on progress and ensure that the listing plan is on track.
Manage the listing timeline in Monday.com in a timely manner so the internal team is up-to-date on status changes. It’s a given that the Listing/Operation Coordinator will keep the lead agent updated on the progress of listing preparation and launch.
Assist in gathering pertinent information about each listing on behalf of the agent by filling out our team’s in-depth “Data Form.”
Act as the first line of defense when reviewing copy for listings. Flag any errors/discrepancies, along with enhancing copy where/when appropriate
Work with our team’s Marketing Manager to effectively market all properties by filming and sending videos/photos that can be used on social media prior to a listing’s launch on the market.Order signs, lockboxes, and sign riders to be installed at properties.
Schedule all open houses including sponsored brokers open houses with various vendors. Assist in setting up and breaking down of weekly brokers open house events.Manage several Field Associates (Runners) who help complete various tasks throughout the listing timeline process.
Document standard operating procedures step by step.
Operations Coordination:
Management of Virtual Assistant to help with listing and operations tasks
Prepare all contracts in Docusign for each of our agents, including up-to-date offer to purchase forms, listing agreements, and buyer agency agreements.
Periodic updates and maintenance of said documents will be necessary with shifting industry/company requirements.
Send offer contracts for signatures and help coordinate offer/listing deposits
Enter all transaction documents and details into Team’s and Brokerage's internal systems: Business Tracker, Client Dashboard, Sisu in a timely manner.
Input listing information into Compass Private Exclusive, Coming Soon and the MLS to successfully and publicly launch the listing. Update necessary information in our CRM and Google Drive as needed.
Obtain relevant documents required to launch listings, including tax documents via city and state databases, utility information through local gas and electric companies, and key building documents via property managers and home owners associations.
Ensure commission forms for each transaction in Sisu are accurate (Adding in splits, commission due to Compass, technology fees, etc.) as well as correct in our google sheet calculator
Enter data into the team's multiple CRMs and Sisu in a timely manner, ensuring accuracy and continuity.
Manage our Client Closing Gifting Program
Prepare handwritten cards (as needed) for referrals
Draft the operations section in our biweekly internal team newsletter
Spearhead the process of onboarding and training new agents on team’s and brokerage platforms and listing process
Assist the Marketing Manager with event planning and execution (as needed).
Attend and support team during client appreciation events (2-4 times per year, typically on nights and weekends)
Attend weekly team meetings and 1:1’s with agents to discuss listings.
Other responsibilities to be assigned from time to time.
Knowledge/Skills
Required: 1-2+ year(s) in the real estate field, preferably in Listings and/or Operational role
Must be a team player and have a positive attitude.
Ability to build a strong rapport with clients, agents, vendors, co-brokes, and brokerage staff
Ability to prioritize multiple projects and meet deadlines, often with frequent interruptions and changing circumstances, in a high-volume, fast-paced, stressful work environment.
Exceptional organizational skills with meticulous attention to detail
Strong critical-thinking skills
Motivated to serve people and provide excellent customer service.
Ability to handle constructive criticism well, and apply learned concepts
Growth mindset: viewing all experiences as opportunities to learn and grow
Computer skills include but are not limited to: Database management systems, Adobe, Microsoft Office/Excel, Google (mail, drive, calendar, Docs, Forms, etc.), Monday.com, Sisu, Apple iMac programs and software, and MLS.
Must be handy and able to carry heavy objects
Experience with other real estate technology preferred
Expectation of confidentiality on all business matters
Must have your own reliable vehicle for transportation as you will travel to properties