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Listing Manager

Our Listings Manager (LM) brings their attention to detail to the table in order to play a key role in the achievement of our real estate team’s goals through the facilitation of a smooth listing process from client intake to offer acceptance. This is a self-motivated thinker who is detail-oriented, thinks outside the box, and is creative and involved.

This person excels at creating systems and improving processes, works well from a task list, and can strategically manage their tasks without much direction. The LM must be detail-oriented but maintain a high level of flexibility. The tasks that must be performed to get from a listing contract to an accepted offer do not always happen in a linear manner, and therefore, keen attention to detail and critical thinking are necessary.

Responsibilities

  • “Own” all parts of the listing experience, from first contact to the execution of an accepted offer, delivering a superior client experience through proactive, personal, and effective communication and problem-solving.

  • Drive time-sensitive, detail-oriented tasks from first contact to offer acceptance for each transaction.

  • Solve problems with creativity and a sense of urgency.

  • Work independently and manage multiple listings simultaneously for various agents.

  • Prepare all listing contracts, ensuring a high level of accuracy and compliance. 

  • Enter all transaction documents into Compass’ internal system (Business Tracker) in a timely manner.

  • Search through city and state databases to obtain relevant documents.

  • Order signs, lockboxes, and sign riders to be installed at properties.

  • Manage and coordinate all aspects of the listing between our internal team, real estate agents, and sellers ensuring a superior client experience.

  • Work with our team’s marketing manager to effectively market all properties, prepare listing signage and schedule all open houses including sponsored brokers open houses.

  • Assist in the scheduling of all appointments related to the listing of a property.  Including but not limited to property visits for staging, photography, videography, contractor estimates, vendor visits and repairs. 

  • Regularly visit properties to check in on progress of repairs, and ensure a timely launch.

  • Keep the lead Agent updated on the progress of listing preparation and launch.

  • Input listing information into the MLS and Compass Coming Soon, and track progress for each listing and update necessary information in our CRM and Google Drive as needed.

  • Send contracts for signatures, help coordinate deposits, and save invoices for closing packets.

  • Enter data into multiple CRM’s in a timely manner, ensuring accuracy and continuity.

  • Utilize auto plans and checklists for listing transactions and general administrative tasks.

  • Prepare presentation materials for all agents as well as client gifts and handwritten cards.

  • Acquire office supplies, ensuring that necessary supplies are available.

  • Assist in preparing all closing and referral gifts in advance of closing.

  • Maintain and build the client/collaborator files within Compass CRM and Google Drive 

  • Ensure commission forms for each transaction in Sisu is accurate (Adding in splits, commission due to Compass, technology fees, etc.)

  • Assist administrative team with event planning and execution (as needed).

  • Build rapport with clients, agents, vendors, co-brokes, and Compass staff


KPI’s

  • Team client reviews

  • Internal feedback survey responses

  • Adherence to auto plans/checklists

  • Timely responses

  • Conflict resolution

  • Proactive communication

  • Time blocking / Adhering to your perfect weekday schedule

  • Accuracy of databases 


Qualifications:

Knowledge/Skills

  • Required: 1-2+ year(s) in the real estate field, preferably in Listings and/or Operational role

  • Must be a team player.

  • Highly organized and flexible with the ability to prioritize multiple projects and meet deadlines, often with frequent interruptions and changing circumstances, in a high-volume, fast‐paced work environment.

  • Must be VERY detail oriented and organized

  • Ability to communicate written and verbal information to clients accurately and clearly.

  • Motivated to serve people and provide excellent customer service.

  • The ability to simplify a complex process and bring it back to one ultimate goal - a closed home sale and a happy client.

  • Ability to handle constructive criticism well, and apply learned concepts

  • Strong critical-thinking skills

  • 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.) Apple iMac programs and software, and MLS.

  • Experience with other real estate technology preferred

  • MUST have your own reliable vehicle for transportation as you will travel to properties



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