Listing Coordinator
📌 Primary Goal: Ensure all listings are accurately entered, marketed effectively, and managed efficiently from pre-listing to contract acceptance.
🔹 1. Pre-Listing Preparation & Seller Onboarding
📌 Goal: Ensure all necessary documents, disclosures, and listing preparations are completed before a property goes live.
✔️ Interacts With:
Listing Agents (Danny, Kay, Buyer Agents Handling Listings) – Gathers seller details & ensures documents are in order.
Michelle (CMA/BPO Specialist) – Confirms property pricing analysis.
Vanessa (Marketing Coordinator) – Coordinates staging & listing materials.
✅ Tasks & Responsibilities:
Prepare and send the listing agreement & required disclosures for seller signature via DocuSign or ZipForms.
Confirm Bright MLS, tax records, and public records match seller-provided details.
Gather HOA documents, property surveys, past renovations, and utility details.
Ensure seller completes the listing questionnaire & property preparation checklist.
📊 Benchmarks:
📌 100% of listings have complete documentation before MLS activation.
📌 Zero missing or incorrect details in MLS listing input.
🔹 2. MLS Listing Entry & Compliance
📌 Goal: Ensure every listing is accurately entered into Bright MLS and syndicated to Zillow, Redfin, Realtor.com, and other platforms.
✔️ Interacts With:
Marketing (Vanessa) – Ensures high-quality listing photos & descriptions.
Danny/Kay (Leadership) – Approves final listing details.
✅ Tasks & Responsibilities:
Enter accurate listing data, pricing, and property features in Bright MLS.
Upload professional photos, video tours, 3D Matterport scans, and staging images.
Syndicate listings to Zillow, Redfin, Realtor.com, Homes.com, and Century 21’s global network.
Ensure listing descriptions highlight key selling points & neighborhood details.
Verify all disclosures, remarks, and agent remarks are correct and compliant.
Monitor MLS compliance notifications & correct any listing issues.
📊 Benchmarks:
📌 100% of listings are entered into MLS within 24 hours of approval.
📌 Zero compliance violations or MLS errors.
🔹 3. Marketing Coordination & Listing Promotion
📌 Goal: Work with the marketing team to maximize listing exposure and drive buyer engagement.
✔️ Interacts With:
Marketing (Vanessa) – Collaborates on listing brochures, ads, social media, and virtual staging.
Danny/Kay (Listing Managers) – Coordinates open house planning & special marketing events.
✅ Tasks & Responsibilities:
Coordinate professional photography, AI staging, drone shots, and virtual tours.
Ensure Vanessa creates & distributes just-listed email blasts.
Order for-sale signs, directional signs, and lockboxes to be installed.
Schedule social media promotions, sponsored ads, and community outreach.
Distribute flyers, brochures, and open house materials to agents.
📊 Benchmarks:
📌 100% of listings have high-quality photos & marketing within 48 hours of MLS activation.
📌 All open houses receive promotional coverage before the event.
🔹 4. Showing & Feedback Coordination
📌 Goal: Ensure seamless scheduling of showings & open houses while gathering buyer feedback.
✔️ Interacts With:
Buyer Agents & Showing Agents – Confirms access details & schedules.
Sellers – Keeps them updated on showings & buyer feedback.
✅ Tasks & Responsibilities:
Schedule private showings, open houses, and broker tours via ShowingTime or manually.
Confirm showing instructions, lockbox codes, and seller preferences.
Send post-showing follow-up emails to agents requesting buyer feedback.
Log all buyer feedback & report key insights to the listing agent & seller.
📊 Benchmarks:
📌 100% of showing requests responded to within 1 hour.
📌 Seller receives showing feedback report within 24 hours.
🔹 5. Offer Management & Contract Preparation
📌 Goal: Assist in offer collection, comparison, and preparation for seller review.
✔️ Interacts With:
Listing Agents (Danny, Kay, or Assigned Agents) – Sends offers for review.
Michelle (CMA/BPO Specialist) – Provides market analysis for offer comparison.
Noureen (Transaction Coordinator) – Ensures smooth contract execution.
✅ Tasks & Responsibilities:
Receive & log all incoming offers and track key terms.
Prepare offer comparison spreadsheets to help sellers evaluate terms.
Ensure all offers have complete financing details, contingencies, and addendums.
Work with Noureen to verify contract compliance before seller signing.
📊 Benchmarks:
📌 100% of offers reviewed for accuracy before being presented to the seller.
📌 Zero contract delays due to missing paperwork.
🔹 6. Contract-to-Close Coordination
📌 Goal: Support the transaction team in moving listings smoothly from contract to close.
✔️ Interacts With:
Noureen (Transaction Coordinator) – Ensures key deadlines & contingencies are met.
Raahim (Client Concierge) – Assists with final walkthrough & closing logistics.
Saba (Financial Manager) – Ensures commission details are properly documented.
✅ Tasks & Responsibilities:
Assist Noureen in tracking contingency deadlines (home inspection, financing, appraisal).
Ensure all required seller disclosures, addendums, and title paperwork are completed.
Communicate with title companies, attorneys, and lenders to confirm closing details.
Schedule final walkthroughs, closing appointments, and key handovers.
📊 Benchmarks:
📌 100% of contracts have complete documentation before closing.
📌 Zero missed contingency deadlines.
🔹 7. Post-Close Follow-Up & Seller Engagement
📌 Goal: Maintain relationships with past sellers for repeat business & referrals.
✔️ Interacts With:
Vanessa (Marketing Coordinator) – Manages post-sale marketing & testimonial requests.
Raahim (Client Concierge) – Assists with seller check-ins & follow-ups.
✅ Tasks & Responsibilities:
Send post-closing "Congratulations" emails & thank-you notes.
Request Google reviews & testimonials for marketing.
Track sellers for repeat business & referral follow-ups.
Provide market updates to past sellers every 6-12 months.
📊 Benchmarks:
📌 100% of past sellers receive a follow-up within 30 days of closing.
📌 Increase past client referrals by 20%.
🚀 Why Listing Coordinator Role is Essential
✔️ Ensures all listings are accurate, compliant, and fully optimized before MLS launch.
✔️ Maximizes exposure through seamless marketing & showing coordination.
✔️ Streamlines the listing-to-contract workflow, reducing agent workload.
✔️ Improves seller communication, leading to higher satisfaction & repeat business.
✔️ Enhances listing quality, driving faster & more competitive offers.
