Listings & Client Care Coordinator

Description

Title: MLS Listings and Client Care Coordinator

Immediate Supervisor: Office Manager

Hours: 8:30-5:00 with ½ hour lunch

FLSA Status: Non-exempt

General

Summary:

In collaboration with the Office manager, this position is responsible for the professional and efficient coordination of office operations and keeping the best presentation of a professional office. Effectively manage the real estate listing process by preparing the listing information, procuring signatures for the listing documents and overseeing the listings on MLS. Serve as concierge contact for Buyers and Sellers, manage company partners and vendor resources, secure and manage all necessary appointments with buyers and sellers, including showings, as needed, and assist agents with preparing and closing properties.

• Advocates for the consumer (Sellers and Buyers) by establishing a strong customer-service focused relationship from first point of contact
• Effectively collaborates across multiple Tavistock partners to create logistical plans to provide Buyers and Sellers with curated experiences that immerse them in the Lake Nona Lifestyle, our concierge-level service and reinforce the strategic vision and mission of Lake Nona Realty
• Secures and manages all necessary appointments with Buyers and Sellers, including showings, as needed, and assists agents with preparing and closing property
• Assists with confirming and providing coverage for inspection appointments, and additional access requests to pending properties prior to closing

• Updates and distributes MLS agent / in-house report.
• CMA’s – MLS reports, recapitulation of sales report, OCPA records, and List to Sale Price Ratio report. Creates Power Point CMA presentation from agents excel spreadsheet.
• Creates Listing files – Research, gather and maintains all listing paperwork.
• Manages the listing process in order to ensure timelines are met. Communicates regularly with the clients and team to send them reminders, and communicate. Attends MLS classes and/or webinars.
• Walks homes to obtain details for potential listings.
• Makes copies of keys for new listings as needed – Must travel offsite.
• Inserts all listings details and attachments into the MLS system; uploads photography and public remarks from marketing into MLS.
• Monitors listing expiration dates, communicates with agents, prepares all extension paperwork, coordinates signatures with Seller if requested.
• Maintains listing files, Stellar MLS, MLS spreadsheet, Dotloop, Top Producer and Outlook calendar.
• Assists Sales Agents and Marketing Team each month by updating all Showing Notes in Top Producer and for Seller Sales & Marketing Notes.
• Circulates SM report and updates our system with any edits from agents (monthly).
• Keeps inventory of all marketing assets and prepares marketing materials/collateral for agent appointments and special events. Ensures that common areas are equipped with marketing materials needed.
• Updates all tax records for listings in MLS system (annually).
• Checks on status of HOA dues and updates listings and disclosure attachments in MLS system if needed (annually).
• Sends out Settlement Statements to owners in preparation for tax season (annually).
• Assists gatehouse – realtor access, letters (Security & outside listings), emails, information.
• Collaborates with marketing to proof or prepare spec listings.
• Direct Coordination with Builders – communicates and emails for listings as needed; maintains Builder listing files in Dotloop.

• Opens Sales Office and makes sure office is prepared for guests, closes office upon departure making sure lights are off and materials are stocked.
• Promptly, accurately, professionally and courteously receives all telephone calls and visitors.
• Assesses received calls/inquiries/voicemail and directs and/or records and relays messages. Answers all email request and follow up as required.
• Logs all prospects, assigns to agents and enters into Top Producer (CRM).
• Reviews and maintains prospect log and price sheet.
• Prepares and maintains office/conference room for appointments ensuring area is clean and tidy before/after…