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Listing/Sales Coordinator

10 hours ago

Dallas, Texas, United States HomeServices of America Full time

Purpose of Job

This position is a liaison between branch office and the home office to assist agents in entering property listings and changes in the system and implementing new tools offered by the home office. The position performs a variety of administrative functions to provide support to customers, agents, sales management and administrative staff. Assists with special projects.

Job Duties and Responsibilities (Essential Job Functions)

Common activities are listed below: actual position responsibilities may vary. Please refer to manager or human resources for specific duties and performance expectations of the position.

  • Listing Management: Perform data input functions, process real estate information and maintain MLS listings and sales records. Verify information with sales associates to ensure accurate listings %)
  • Prepares and distributes a daily MLS search for the ASC assigned office, including updates on new listings, price changes, and status changes.
  • Responsible for transaction management in SkySlope, including reviewing and approving checklists, completing the listing and contact sections, and auditing incomplete checklists.
  • Ensures commissions are confirmed, notifies the Sales Leader when commission percentages fall below 6%, and adds the Qualified Commission Exception Approval document when required.
  • Oversees listing cancellations, withdrawals, price changes, and amendments to exclusive listing agreements, while also managing listing expiration alerts by verifying updated dates in the MLS and entering the new expiration date in the listing
  • Coordinates the ordering of Just Listed and Just Sold postcards through Xpressdocs, confirming agent participation and securing agent approval prior to mailing.
  • Technology Advocate:
  • Assist the sales leader in providing general training on all Ebby technology tools.
  • Develops and delivers training and workshops in areas of expertise, including agent and consumer-facing technology such as Google Workspace (Email, Drive, Docs, Sheets, and Slides), zipForm, Skyslope, EHC Design Studio, company website tools (agent access, saved searches, client activity, seller reports, agent and team websites), EHC CRM for contact management and imports, EHC Email Marketing, EHC Mobile Apps, MoxiPresent, Testimonial Tree, Buyside, Updater, and Luxury Portfolio.
  • Supports sales meetings by providing technology updates, sharing quick reviews and tips, and assisting the sales leader with preparing presentation slides.
  • Onboarding of new agents to the company:
    • Coordinates new agent onboarding by ordering name badges, business cards, and name riders or signs (with Sales Leader confirmation), creating welcome social media graphics, adding alarm codes, phone system access, and phone roster updates, managing UniPrint and copier setup.
  • Schedule one-on-one technology reviews along with weekly check-ins during the first month.
  • Managing various office and marketing support functions to ensure smooth daily operations. Duties include maintaining the office TV slideshow, managing agent headshots on the company website, and processing marketing reimbursements by preparing check requests with Sales Leader approval.
  • Supports sales meetings by preparing slides, tracking attendance, providing Zoom troubleshooting, and creating office meeting presentations.
  • Maintaining the phone duty schedule, Google Drive for staff and agents, agent phone roster, and Core Services wall.
  • Oversee thank-you letters to buyers and sellers for Sales Leader signature, requests W-9 forms from co-op brokers as needed and submit work orders in Service Channel when required.
  • Attends sales meetings and other company or Sales Leader–directed meetings, while also assisting with planning and executing office events such as weekly meetings, happy hours, charity events, and office gatherings.

  • Other Administrative support:

    • Provides front office support by answering phones, greeting visitors, distributing mail, maintaining office appearance, and ordering supplies. Assists the Staff Coordinator with stocking needs and performs general cleaning as required to ensure a professional and organized office environment.
  • May serve as back-up to other office staff.

Perform any additional responsibilities as requested or assigned.

Performance Expectations

  • Meet all performance and behavior expectations outlined in the company performance appraisal form or communicated by management.
  • Perform responsibilities as directed achieving desired results within expected time frames and with a high degree of quality and professionalism.
  • Establish and maintain positive and productive work relationships with all staff, customers and business partners.
  • Demonstrate the behavioral and technical competencies necessary to effectively complete job responsibilities. Take personal initiative for technical and professional development.
  • Follow the company HR Policy, the Code of Business Conduct and all subsidiary and department policies and procedures, including protecting confidential company information, attending work punctually and regularly, and following good safety practices in all activities.

Qualifications

Education:

  • High school diploma or equivalent.

Experience:

  • 1 year clerical/administrative experience.

Knowledge and Skills:

  • Experience with Microsoft Office, Google Apps and products, Excel, Adobe Photoshop (or similar), NTREIS (MLS) programs. Familiarity with the Internet and e-mail usage. Typing speed of 50 w.p.m.
  • Effective oral and written communication skills with an excellent customer-service focus.
  • Effective analytical and problem-solving skills
  • Ability to prioritize and handle multiple tasks and projects concurrently.
  • Excellent organizational skills with a focus on detail; high degree of accuracy and especially in with additional ability to assimilate to company computer management programs.
  • Knowledge of real estate, title and/or mortgage business preferred.
  • Ability to operate a multiple line telephone console preferred.

We offer a full suite of benefits including Medical, Health Savings Account, Dental, Vision, Life Insurance, Paid Vacation (PTO), 401(k) with employer match, Flexible Spending Account, and Employee Assistance Program (EAP)

Equal Opportunity Employer