Listing Coordinator job description: your thoughts?

Real Estate Broker/Owner with Evolve Real Estate BK3261358

Here is a job description for a Listing Coordinator specialist in my office:  what do you think of it? What would you add, what isn't so important?

Job Description

  1. Create a job Jacket
  2. Maintain listing file
  3. Contact Seller for introduction
  4. Prepare and mail introductory letter and marketing plan with info that agent submits for inclusion.
  5. Get form to Seller for mortgage pay-off info
  6. Listing information input into
    1. NORMLS (Update information in NORMLS, KWLS, etc)
    2. KWLS, etc., including uploading pictures
    4. Info entered into CSS
    5. Put in MLS and in Harmon Homes free ad section
  7. Make note of any special requirements: exclusions, pool care, etc.
  8. Confirm all listing documents are gathered, and appropriately executed
  9. Turn in paperwork to Diane, listing packet and items on the Listing Information Checklist
  10. Flyers and/or brochures
    1. Agent to provide template, or
    2. Agent provided three templates to choose from
    3. Flyers/brochures to be used at open houses or at agents discretion
    4. Update flyers/brochures with any price changes
  11. Create and send out Just Listed cards
    1. Quantum Mail, or similar service
  12. E-mail Realtors announcing Just Listed
    1. Agent to provide database for e-mail
  13. Prepare a report and letter (weekly?) from feedback on CSS and mail to sellers
  14. Schedule Broker's Open
    1. Two Broker's opens per six months
    2. Listing coordinator does not sit open house
  15. Schedule Open House
    1. Schedule newspaper ads
    2. One open house per month
    3. Listing coordinator does not sit open house
  16. Advise Seller of continued traffic through the home (inspector, buyer, appraiser)
    1. Follow up on showing feedback
  17. Enter all price changes in MLS and KWLS
  18. Seller's Disclosure delivered to any requesting Buyer's Agent
  19. Status to Sold in MLS and KWLS
  20. Contact Seller re: keys, and garage remotes
  21. Remind Agent to pick up signs, lockboxes, flyers, etc.
  22. Close file


•1.      $250 per listing

•a.       Paid at the execution of the listing agreement

•2.      Term of agreement six months

•3.      $150 for additional six month extension

•4.      All expenses, mailing, paper, etc. are the cost of the agent

•5.      Agent to provide listing coordinator with all appropriate user id's and passwords

•6.      Agent must provide listing coordinator with all listings, no "cherry picking"


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John Novak
Keller Williams Realty The Marketplace - Las Vegas, NV
Henderson, Las Vegas and Summerlin Real Estate

Hi Kevin - I've just taken a quick glance at this but have a couple of items to add: Send seller a copy of MLS printout for verification and corrections or additions; and after closing, Change seller status to Past Client AND Add Buyer to marketing database ('Adopt a Client') - many times the buyer's agent fails to keep in touch with the buyer after closing.

I'd like to know more about your team. We're considered a mega-team. We have both a Listing Assistant (who does most of the MLS, file management, and admin tasks) and a Listing Manager, who negotiates all of our offers and counter offers, as well as contacting each of our sellers weekly to go over showing activity, feedback, market conditions and any changes to marketing or price.

Jan 10, 2007 02:06 PM #1
Jaclyn Erwin
Jackson Erwin Realty, Inc. - Charlotte, NC


Nice way to begin, creating a system for your Listing Coordinator. Have you decided if your new team member will be "in-office" or virtual?

 John: I love the idea of the "Adopt-A-Client" system. I have added this great idea to my 2007 Action Plan. Thanks for the wonderful suggestion!

Jan 10, 2007 06:02 PM #2
Kevin Cahill
Evolve Real Estate - Treasure Island, FL

Jaclyn:  I met with my new listing coordinator this afternoon, and she is in house...  I like the idea of virtual, and am talking with a few VAs... I'll keep you posted.

John:  I was at a Keller Williams event in Austin in May, and an agent from Charleston, SC made that suggestion... it was the first I had heard of it... and I have since adopted adopting.  Love it.  And odds are very much in our favor that the other agent won't do an adequate job of following up.

Now that I have a Contract to Close specialist, and a Listing Coordinator, I can focus more on refining m database and marketing to it everyday.

  • Build a Database
  • Feed it everyday
  • Market to it in a consistent way
  • Service the leads that come my way
  • I'll be smiling when it comes to Pay Day
Jan 10, 2007 08:02 PM #3
Lynda Eisenmann
Preferred Home Brokers - Brea, CA
Broker-Owner,CRS,CDPE,GRI,SRES, Brea,CA, Orange Co

Hi Kevin,

Great stuff, I'm made some notes to share, thanks.

Something else to add, we have a "Listing Launch" program for every new office listing. It's done like clockwork for each new property seller.

We have pre-arranged a series of communications with our related services, title professional, escrow professional, home warranty and lender, (could include any others you use on a regular basis).

Each piece is designed to introduce (to the sellers) other related business we will be using during their transaction.  Each is written on their company letter head and comes from, and is signed by the affiliated businesses.  It informs our clients that we have built solid business relationships, most of whom we've nurtured over the years and lets them know they are in good hands.  Each and every letter gives the seller something of importance.  I'd be happy to go into it further if you're interested.

This has become a systematic process (definitely not my original idea, "borrowed" from another agent about 9 years ago, and modified to be more effective) that re-enforces your credibility and professionalism to the consumer.  We've had nothing but positive experiences from this system.

 Lynda Eisenmann, Broker-Owner- CRS, CRB, GRI, SRES, e-PRO


Jan 10, 2007 11:33 PM #4
Laura Monroe
Inman News - San Francisco, CA
Dir. of Industry Engagement & Social Media

Great List Kevin! Do you ever utilize Craigslist for your listings..? You can use or to create great HTML  ads that will go out to all the syndicated free posting spots. I've noticed that when we do that, our listings stand out above the IDX listings. Also, its great to add in your Weekly Seller Reports the online traffic, etc. Also, you might want to put in Virtual Tour..either create or order:)

All in all sounds veryyyyy familiar...:)Keep in touch!


Jan 11, 2007 07:46 PM #5
Missy Caulk
Missy Caulk TEAM - Ann Arbor, MI
Savvy Realtor - Ann Arbor Real Estate

HI Kevin, I have been considering this is my next step. Do you do the CMA and then once you've established the price hand it to the listing coordinator ?

Do you have him/her with you when you first meet the clients ?

I've been doing a 2 step process: 1) meet sellers in their home, leave my pre-listing book and David Know video Pricing Your Home to Sell 2) Go back in 3-7 days and sit with them and then go over my numbers and get them signed up that meeting.

I've been considering having them come to my office the 2nd meeting and introducing them to my coordinator and her taking over at that point. Just looking for a few more specific's, good post. Thanks

Jan 15, 2007 07:25 AM #6

hai kevin,

i nedd help from u,about tour cordinator, sales retailer for oiling gas company and supervisor for cafe job description? because i will attend interview then i want be have knowledge person.

thank you

May 24, 2007 02:13 AM #7
Gail Robinson
William Raveis Real Estate - Southport, CT
CRS, GRI, e-PRO Fairfield County, CT

What about creating a property book?  I create a binder and leave it at the property with all the information a buyer's agent might find useful: field record card, disclosures, land survey, aerial map, warranties, list of recent improvements, information about neighborhood/area.  I also put a lucite holder at the listing with the MLS Book Report, Disclosures, and a Brochure about the area.  The listing coordinator could do that as well.  Also, do you send out Just Sold cards?  She could do that as well.

May 25, 2007 12:38 AM #8
Kim Bartells
TC Business Management, LLC - - Perkasie, PA
Result Driven Real Estat - Marketing Expert

Another great idea for your listings is to print out business card labels with listing data, virtual tour site, etc and put them on the back of your business cards at the house.  Buyers will pick them up and keep them :)

A virtual tour is almost a must.  The listings I do with them versus without sell much faster (considering pricing isn't way out of wack).  An inexpensive way to create them is via - just $10/listing and you get your own property website, great tools, reports for clicks that are great to send to sellers, Aeriel maps, neighborhood info & more!

I do similar work for agents as a virtual assistant and think the price sounds right.

Aug 12, 2009 06:57 PM #9
Kathy Toth
Ann Arbor Market Center Keller Williams - Ann Arbor, MI
Ann Arbor Real Estate Experts - Kathy Toth Team

We have added social media toolkit for the listing coordinator to tweet, linkedin, and facebook.  We have virtual assistants do the tour, and craigslist postings.

Jul 09, 2013 04:42 AM #10
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