We are hiring for a Listing Coordinator Virtual Assistant role supporting US real estate (Night Shift | Full-Time | Remote Work).
Overview
The Listing Coordinator is responsible for managing listing activities from pre-listing through closing, ensuring a seamless, professional, and well-coordinated experience for both agents and clients. This role is essential to maintaining high standards of organization, communication, compliance, and accuracy across all active listings.
The ideal candidate is highly organized, detail-oriented, responsive, and comfortable managing multiple listings simultaneously while supporting agents and maintaining compliance with Keller Williams systems and Maine real estate requirements.
Non-Negotiables
- Strong English communication skills (spoken, written, and reading)
- Experience using Keller Williams Command
- High level of administrative accuracy and attention to detail
- Strong initiative and accountability
- Excellent organization and communication skills
- Marketing awareness related to property listings
- Proficiency with MLS systems and data entry
- Ability to coordinate effectively with agents
- Familiarity with transaction management software
Required Skills & Qualifications
- Strong follow-through and personal accountability
- Ability to manage multiple deadlines and priorities simultaneously on both long-term projects and short-term tasks
- Comfortable working in a fast-paced, deadline-driven environment
- Ability to work independently while collaborating with agents and leadership
- Excellent written and verbal communication skills
- Real estate experience preferred; listing management experience strongly preferred
- Familiarity with Keller Williams systems is a plus
Core Responsibilities:
Listing Coordination & Management
- Manage listing paperwork, agency agreements, and required documentation
- Coordinate listing timelines, tasks, and deadlines
- Enter and maintain listings accurately in MLS and Keller Williams systems
- Update listing details (photos, remarks, pricing, status changes, open houses)
- Monitor deadlines and proactively resolve missing items or issues
- Maintain compliant and complete listing files
- Prepare disclosure and required listing documents
- Schedule showings, photo shoots, and open houses
- Collect and relay showing feedback
- Coordinate offer documentation, addenda, and related paperwork
- Request settlement/HUD statements from title companies
- Prepare weekly seller reports and internal tracking reports
- Pull municipal records when required
- Enter and maintain client information in CRM systems
Agent Support
- Serve as the primary support contact for listing-related matters
- Assist with listing preparation, paperwork, photos and disclosures
- Ensure agents are informed of deadlines and outstanding tasks
- Support agents in delivering a high-level client experience
- Support agents in delivering a high-level client experience
Database & Contact Management
- Build and maintain lead and client databases
- Research and add/update contacts in Command
- Import/export and manage contacts in Command
- Remove duplicates and maintain database accuracy
- Create filters, SmartViews, and organizational systems
- Share contacts with team members when appropriate
- Support communication tools such as Command texting integrations
Marketing & Launch Coordination
- Coordinate listing launch timelines and deliverables
- Collaborate with marketing support to ensure accuracy and brand consistency
- Verify listing details, descriptions, pricing, and media prior to launch
- Ensure materials align with Keller Williams and team branding standards
Compliance & File Integrity
- Ensure listing documentation complies with:
- Maine real estate regulations
- Keller Williams brokerage requirements
- Team policies and SOPs
- Review files for accuracy, completeness, and proper execution
- Track amendments, price changes, extensions, and status updates
General Administration
- Maintain internal databases and records
- Manage assigned Lifestyle Properties email and calendar systems
- Track tasks and workflows using tools such as Asana
- Support administrative processes as needed
Communication & Accountability
- Maintain consistent communication with agents, leadership, and vendors
- Attend scheduled meetings
- Respond promptly to communication during working hours
- Proactively communicate issues, delays, or workload concerns
Systems & Technology
- Utilize Keller Williams Command, MLS, and transaction platforms
- Maintain accurate data entry and record keeping
- Follow established workflows and suggest process improvements
Expectations for Success
- Listings are launched accurately, on time, and fully compliant
- Strong collaboration and communication with agents and operations
- Minimal errors, missed deadlines, or file issues
- Professionalism, responsiveness, and reliability
- Effective use of Command, Canva, Excel, and Google Workspace
Work Shift:
Monday to Friday, 11:30 pm - 8:30 am IST (Subject to change as per client requirement or Time Zone)
Salary:
INR 22,000 - 27,000 per month (Depending on the interview performance).
To apply, please Click here:
https://docs.google.com/forms/d/e/1FAIpQLSd7VnxR01hHvvG168m5lJaEkAr_zgQFdQyItUazo04dZSmZAQ/viewformusp=header
Please note: We will be reaching out to shortlisted candidates for the next steps.
