Position Summary
The Listing Coordinator is the engine behind every listing at The Shawn Lepp Group, responsible for taking a property from initial referral through Exclusive Listing, MLS go-live, and ultimately sale or relisting. This role owns the systems and checklists that ensure every seller receives a consistent, high-touch, error-free experience — consistent with Keller Williams' MREA (Millionaire Real Estate Agent) models for lead agents, listing management, and the KW Culture of “Win-Win, Integrity, Customer First.” Based on the team's documented workflow, a single listing moves through roughly 45–50 discrete administrative and marketing tasks and represents approximately 13 hours of coordinator time from intake to MLS go-live. The Listing Coordinator frees the Lead Agent to focus on lead generation, negotiation, and client relationships by taking full ownership of the administrative, compliance, and marketing-production side of the listing process.
Keller Williams Culture Fit
This role is expected to embody the KW Belief System in daily work:
- Win-Win: or no deal — solutions serve the seller, the team, and the brokerage
- Integrity: do the right thing, especially on compliance and disclosure paperwork (FINTRAC, RECO Guide, Cooperation & Disclosure)
- Customers: always come first — sellers are kept informed at every stage
- Commitment: in all things — deadlines, checklists, and follow-through matter
- Communication: seeks first to understand before responding to agents, clients, and vendors
- Creativity: before criticism — finds solutions rather than pointing out problems
- Teamwork: divides the work and multiplies the success
- Trust: starts with honesty — accurate MLS data and transparent status updates
- Success: results through people — supports the Lead Agent's and team's production goals
Key Skills
- Exceptionally strong organizational and time-management skills; able to run multiple listings simultaneously (each with ~45–50 tasks) without dropping details
- High attention to detail, particularly with contracts, disclosures, FINTRAC compliance, and MLS data accuracy
- Strong written and verbal communication skills for client, agent, and vendor coordination
- Working knowledge of (or quick to learn) the team's core systems: Command, Follow Up Boss, MLS, BrokerBay, KWLS, First List, Lone Wolf, GeoWarehouse, Matterport, HoodQ, and Canva
- Comfortable running paid social campaigns (Facebook/Instagram boosts, Ylopo Listing Rocket)
- Calm, solutions-oriented under deadline pressure across parallel listing files
- Working understanding of Ontario real estate compliance requirements (RECO, FINTRAC) or willingness to be trained
- Service-oriented mindset with a genuine drive to make the seller experience feel seamless
Key Responsibilities
Responsibilities are organized around the team's documented listing workflow, spanning the Exclusive Listing, MLS Listing, and Cancellation/Relisting processes.
1. Listing Intake & Research
- Receive new listing referrals (Coming Soon and MLS-ready) from the listing agent and confirm all required paperwork is signed (Exclusive Listing Agreement, Schedule A, FINTRAC, FINTRAC PEP, RECO Guide, Cooperation & Disclosure)
- Pull property data from GeoWarehouse (owner, lot size, taxes, legal description) and search MLS for prior listing history
- Research the property and neighbourhood via Google Maps and HoodQ for marketing and feature-sheet content
2. Data Entry & CRM Management
- Create and maintain contact, property, and opportunity/deal records in Follow Up Boss and Command
- Save and organize listing documents in Google Drive and OneNote, linking and uploading them into the deal in Command and Follow Up Boss
- Keep tags, contact details, and opportunity checklists current throughout the life of the listing
3. Forms Prep & Compliance
- Prepare and send the Listing Agreement, Schedule B, Data Form, Form 209, and FINTRAC forms for e-signature via Lone Wolf
- Review returned documents for missing initials, dates, or fields, and correct before filing
- Track and follow up with agents on outstanding signatures or missing compliance requirements
4. Property Prep Coordination
- Schedule and coordinate staging consults and final staging, syncing with the photography schedule
- Book the photographer, confirm shot list, and coordinate lockbox installation and signage
- Order yard signs and manage feature-sheet printing once approved
5. Marketing Materials Production
- Create the property feature sheet in Canva (photos, floor plan, HoodQ highlights, room-by-room descriptions, inclusions/upgrades) — the team's most time-intensive single task
- Resize and prepare photos for MLS, website, and social formats; confirm video export and floor plan readiness
- Set up the Matterport 3D tour and create Open House graphics and short-form video for social media
6. Digital Marketing & Publishing
- Publish new and live listings to BrokerBay, KWLS, First List, the team website, and Agent Locator
- Post Coming Soon and Open House content to Facebook, Instagram, Pinterest, and YouTube
- Build and run boosted campaigns (Facebook Ads, Ylopo Listing Rocket) against provided budgets and audience lists
7. MLS Preparation & Input
- Enter property description, brokerage remarks, and room-by-room measurements into MLS
- Upload required MLS attachments (floor plan, Form 801, Schedule B, inclusions/upgrades) and embed the Matterport tour
- Route the MLS draft and feature sheet to the agent and client for review, revise per feedback, and confirm final sign-off
8. MLS Go-Live & Notifications
- Submit the approved listing to MLS with the Listing Agreement, Data Form, and Schedule B attached
- Publish the live listing across BrokerBay, the website, Facebook, Pinterest, and Agent Locator
- Notify the client, office, and cooperating agents that the listing is live, and update the pipeline stage in Follow Up Boss and Command
9. Open House Coordination
- Enter and confirm Open House details in Realtor.ca and BrokerBay
- Post Open House graphics and video across social channels ahead of each event
10. Reporting & Monitoring
- Monitor weekly listing statistics (views, showings, feedback) and configure recurring reports for automatic delivery
- Distribute listing performance updates to the Lead Agent and, as directed, to the seller
11. Listing Lifecycle Management
- Process listing cancellations in MLS and Command and notify relevant parties
- Prepare and upload relisting paperwork, refresh marketing materials as needed, and update the client's listing record
- Send status-change communication to the team, and showing agents and update the website listing status
Key Performance Indicators (Standards of Performance)
- 100% of listings entered into MLS accurately, with measurements, attachments, and remarks matching source documents
- Zero missed compliance deadlines (FINTRAC, signature follow-up, Form 801/Schedule B attachments)
- Feature sheets, MLS drafts, and marketing assets approved by agent/client on first or second review
- Weekly listing performance reports delivered on schedule with no manual reminders needed
- Listing file fully compliant and closed out (sold, cancelled, or relisted) within brokerage timelines
Experience & Qualifications
- Prior experience in real estate administration, transaction/listing coordination, or a related client-service role preferred
- Hands-on experience with Command, Follow Up Boss, an MLS board, BrokerBay, or similar CRM/MLS platforms is a strong asset
- Comfort with Canva and basic photo/video handling (resizing, exporting, Matterport tours)
- Real estate license or willingness to obtain one may be preferred depending on provincial regulations and team policy (not required for pure coordination duties in most provinces)
- Working familiarity with FINTRAC and RECO compliance requirements, or willingness to be trained
- Valid driver's license and reliable transportation, as some local errands/showings support may be required
Please submit your resume and cover letter to [email protected].
Pay: $40,000.00-$50,000.00 per year
Benefits:
Work Location: In person
