Real estate listing coordinator and database manager

Real Estate Listing Coordinator & Database Manager

Location: Western PA (remote US eastern time zone 10 AM-5 PM)
Reports To: Director of Operations / Team Leader

Position Overview

We are a fast-growing, high-producing real estate team seeking a detail-oriented, organized, and proactive Listing Coordinator & Database Manager to help drive efficiency and client experience.

This role is the backbone of our listing operations and database flow—ensuring listings go live smoothly, leads are responded to quickly, and agents stay focused on closing deals.

If you thrive in a fast-paced environment, love organization, and take pride in executing at a high level, this is a critical role with strong growth potential.

Key Responsibilities
Listing Coordination
Manage all listing files from pre-listing through going live on MLS
Input accurate property data into MLS
Coordinate with photographers, videographers, and vendors via in-house Transaction coordinator or director of operations
Prepare and review listing documents for compliance
Ensure all listings are launched on time and error-free
Create and manage listing timelines/checklists
Showing & Listing Setup
Set up and manage showings through ShowingTime
Coordinate showing instructions and access details
Communicate with agents and sellers regarding showing activity
Database & CRM Management
Maintain and organize database within Follow Up Boss (our team CRM)
Input, update, and tag leads accurately
Ensure proper lead routing and follow-up systems are maintained
Monitor database health and cleanliness
Lead Management & Communication
Respond to inbound leads via text in a timely, professional manner
Qualify and route leads to appropriate agents
Assist with initial engagement and handoff to agents
Ensure no lead goes untouched
Administrative & Support
Assist agents with listing-related needs
Track listing performance and status updates
Help maintain systems and processes for scalability
Support team initiatives and marketing coordination when needed
Qualifications
Real estate experience preferred (transaction coordination, listing management, or admin role)
Experience with matrix MLS systems
Familiarity with ShowingTime and CRM platforms (especially Follow Up Boss), & SISU software
Strong attention to detail and organizational skills
Excellent written communication (especially texting/email)
Ability to multitask and prioritize in a high-volume environment
Tech-savvy and quick to learn new systems

What Success Looks Like
Listings go live smoothly, accurately, and on time
Leads are responded to quickly and routed effectively
Database is clean, organized, and actionable
Agents are supported and able to focus on revenue-generating activities
Systems run efficiently with minimal oversight
Compensation & Growth
Competitive pay (salary + performance incentives)
Opportunity for advancement as the team continues to scale
Work alongside a top-producing real estate team in Western Pennsylvania


Why Join Us
We are building something big—and this role is a key part of that growth. You won’t just be “filling a position”—you’ll be helping drive the systems behind a high-performance real estate operation.