[Hiring] Listing Operations Assistant @HireLATAM

Role Description

Our Client is seeking a detail-obsessed, highly organized, and proactive Listing Operations Assistant to serve as the operational backbone of their listing department. This professional will manage administrative workflows, record accuracy, vendor schedules, and project timelines to ensure property listings move efficiently from preparation to market launch. Working closely with the Listing Project Manager, Listing Marketing Coordinator, Field Coordinator, and Transaction Coordinator, this role is ideal for a candidate who excels at creating order from complexity and thrives in a fast-paced environment.

Key Responsibilities

• Listing Coordination & Vendor Management:
  • Schedules and coordinates vendor appointments, including inspections, photography sessions, staging setups, and property preparation activities.
  • Manages calendars, tracks project timelines, and proactively follows up on pending action items to keep listing launches on schedule.
  • Identifies missing documentation or property details and proactively acquires required assets to prevent transaction bottlenecks.
  • Communicates professionally across internal channels and with external clients, vendors, agents, escrow officers, and team members.
• System Administration & Document Governance:
  • Maintains accurate records, transaction timelines, and customer data across multiple real estate software platforms (Follow Up Boss, AFrame, Disclosures.io, Glide, DocuSign, MLS, and Keller Williams Command).
  • Prepares, organizes, archives, and uploads listing agreements, property disclosures, and compliance documentation into central digital files.
  • Monitors task queues and CRM pipelines to ensure strict deadline compliance and eliminate operational oversights.
• Process Improvement & Team Collaboration:
  • Supports internal department members to maintain high service standards throughout the listing lifecycle.
  • Identifies opportunities to streamline administrative workflows, enhance organizational systems, and improve team SOPs.
  • Assists with initial listing setups, administrative tracking, and client updates to ensure a smooth, transparent seller experience.

Qualifications

• 2+ years of administrative, operations, project coordination, or executive assistant experience (preferably supporting a US-based enterprise).
• Outstanding written and verbal English communication skills, equipped for professional, client-focused interaction.
• Exceptional time management, detail orientation, and multi-tasking abilities with a history of tracking multi-step projects independently.
• High comfort level learning and managing complex real estate and workspace software (Google Workspace, Slack, Canva, CRMs, and document platforms).
• Reliable high-speed internet, dedicated quiet home office setup, computer, webcam, and headset.
• Full availability to work Monday through Friday during US Pacific Time (PST) business hours.

Preferred Qualifications

• Prior real estate administrative, listing management, or transaction coordination experience.
• Experience using real estate CRM and transaction platforms such as Follow Up Boss, Disclosures.io, Glide, DocuSign, or local MLS platforms.
• Proven track record coordinating external vendors, complex scheduling, and multiple concurrent projects.

Benefits

• Base compensation ($1,550 – $2,050 USD/month) commensurate with experience.
• 5 paid PTO days during the first year of employment (available post 90-day introductory period), scaling to 10 paid PTO days annually starting in year two.
• $100 USD monthly remote work stipend to offset healthcare, internet, or home office expenses (beginning post 90-day introductory period).
• Ongoing training, professional development opportunities, and potential company-provided equipment/reimbursements for long-term staff at company discretion.
• Predictable full-time hours (M-F, 8:30 AM – 5:30 PM PST) executed remotely within a supportive, team-oriented culture.