Lake Nona Realty 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 property. 

Essential Job Functions: 

Client Care Coordinator

· 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 assist 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

Listings Coordinator

· 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 - prepares/gathers 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 communicate 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.

Office Administration 

· 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.

· Assess received calls/inquiries/voicemail and directs and/or records and relays messages. Answer 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 each appointment.

· Assists with realty events as needed, including by not limited to, creating and maintaining spreadsheets, collecting RSVPs and collating packets for guests.

· Collects and distributes mail. Signs for deliveries and notifies recipients; Prepares deliveries and notifies internal sender.

· Manages Budget Spreadsheet – orders, receives and organize supplies. 

· Manages the company’s lunch program – Submits lunch orders and coordinates pick up. Updates and sends employee lunch totals spreadsheet to Controller (bi-weekly).

· Manages the Corporate Credit Card report and sends to Controller (monthly). Collects, organizes and files all Corporate Credit Card receipts.

· As needed, keeps Office Manager well-informed of activities, results of efforts and potential problems; coordinates any maintenance needs and recommends corrective actions. Notifies vendor of service issues related to leased equipment (e.g., postage machine, copy/scanner, printers, etc.).

· As needed, assists with clerical tasks to include typing, filing, proofreading, and maintenance of reports and data entry.

· Coordinate closing gifts for all closings.

· Collaborate with agents and Office Manager on office and system procedures and update reception procedures binder as needed.

Requirements

Essential Qualifications:

• Ability to articulate thoughts and actively listen in order to communicate effectively with co-workers, clients and guests. 

• Ability to use empathy to understand members, guests and coworkers’ feelings or mood and responding in the appropriate tone and manner.

• Ability to demonstrate proactive hospitality by taking the initiative to approach members, guests and coworkers with a positive and upbeat attitude.

• Demonstrated track record of showing responsibility through taking ownership of issues and following through. 

• Maintains a thorough working knowledge of and adheres to organization policies, regulations and procedures.

• High school education or equivalent required.

• Microsoft Office Suite experience required.  Proficient in Word, Excel, PowerPoint, Outlook, Text Messaging, Phone Apps and Internet. 

• Knowledge of CRM software or databased management is preferred.

• Knowledge of DotLoop transaction management software is a plus.

• Willingness to learn and adapt to new software programs as needed.

• Professional appearance required.

• Team player with outgoing personality and friendly demeanor.

• Requires ability to comprehend and interpret instructions, short correspondence and memos. 

• Knowledge of office equipment (fax, copier, binding machine, label maker writer, etc.)

• Excellent communication and organization skills.

• Must have valid Florida driver’s license and personal automobile available to run work related errands, company will reimburse mileage for all business travel required.

• Must have excellent attention to detail.

• Maintains confidentiality