Administrative Listing Coordinator

hace 1 mes

Bogotá, Colombia Incendium Strategies A tiempo completo

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Administrative Listing Coordinator Job Description

Position Overview:
We are seeking a highly organized and proactive Listing Coordinator to join our team. This role is essential in helping the office grow, reduce unnecessary costs, and maintain excellent client relationships. As the Listing Coordinator, you will support the team in all administrative tasks related to managing listing relationships, ensuring that both office and listing agent goals are met. You will also play a key role in maintaining smooth operations by keeping the office staff and vendors on schedule.

Goals and Objectives:

  1. Support the office in increasing business opportunities.
  2. Help reduce expenses and minimize waste.
  3. Contribute to building long-term client relationships.
  4. Ensure office staff and vendors are aligned and on schedule.
  5. Handle all administrative duties related to listing processes.
  6. Track and report on listing goals for the office and individual agents.

Daily Musts:

  1. Continuously seek ways to improve team productivity, transaction efficiency, and personal growth, and communicate these ideas effectively.
  2. Maintain a positive and professional attitude with clients, staff, and team members.
  3. Enjoy your work and execute tasks efficiently.
  4. Commit to both personal and professional development daily.

Key Responsibilities:

  1. Check in regularly with team members to determine what needs to be done.
  2. Answer phones cheerfully and provide excellent customer service.
  3. Promptly follow up on all communications related to the listing department, including phone calls, text messages, and emails.
  4. Uphold the company’s core values and maintain the client database.
  5. Build and maintain strong relationships with vendors and service providers.
  6. Identify and effectively communicate any challenges or "choke points" involving photographers, listing agents, vendors, or other service providers.
  7. Proactively pinpoint potential issues in listing processes and suggest improvements.

Listing Duties:

  1. Communicate with each listing client at least once a week to provide updates.
  2. Contact agents via phone or email to gather feedback on property showings and post feedback promptly.
  3. Manage the company’s listing communication line, ensuring timely responses, even during evenings and weekends (within reason), and prioritize any delayed messages the following workday.
  4. Input new or pre-market listings into the FUB Deal Sheet and Brivity dashboard and report when listings are active on the market.

New Listing Checklist:

  1. Quickly reach out to new clients to provide a positive and welcoming experience.
  2. Create files for all new listings and notify team buyer agents.
  3. Order signs, photos, and videos for the listings.
  4. Forward bills for completed work to sellers and confirm payment.
  5. Collaborate with the marketing team to pre-market homes and prepare them for MLS listing.
  6. Add new listings to MLS, company website, and social media platforms.
  7. Assign lockboxes to properties and upload disclosures to MLS.
  8. Create a seller file in DotLoop and ensure all listing documents are uploaded.
  9. Confirm timely completion of signs, flyers, lockboxes, and photos according to schedule.

Price Adjustments:

  1. Communicate regularly with the listing agent regarding client motivation and any discussions on pricing.
  2. Suggest price reductions when necessary based on data and client discussions.

Requirements & Skills:

  1. Strong organizational skills and attention to detail.
  2. Excellent communication and customer service abilities.
  3. Ability to work both independently and as part of a team.
  4. Proactive problem-solving skills and a strong work ethic.
  5. Experience with MLS systems, CRM platforms, and social media for marketing purposes is a plus.

This role is ideal for someone who is highly organized, customer-focused, and enjoys contributing to a dynamic team environment. If you are passionate about helping clients and supporting a growing real estate office, we would love to hear from you

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