Marketing and Listings Coordinator

Listings go stale without anyone deciding to let them. A photo that was never swapped, a status that still says available three weeks after it went under contract, an email blast that never went out. This role exists so that does not happen.

• Listing launch. Building the property record, writing the description from the broker's notes, and getting it live across platforms once the agreement is signed.
• Collateral production. Flyers, offering memoranda and tour books, built in the firm's template so they look like the firm's.
• Syndication. Publishing and re-syndicating to CoStar, LoopNet and the firm's own site, and confirming each one actually took.
• Email campaigns. Segmenting the broker's list, sending the launch and the price-change blasts, and reporting who opened and clicked.
• Photography and media coordination. Booking the shoot, chasing delivery, and getting assets into the right folder at the right resolution.
• Listing hygiene. A standing sweep for wrong status, expired listings, missing photos and outdated pricing across the whole book.

See how a placement works for the sourcing and training sequence.

The marketing stack is whatever the firm already pays for, and the coordinator works inside the brand system rather than around it.

• Listing platforms. CoStar and LoopNet for syndication and status.
• Marketing automation. Buildout for collateral and campaign sends, where the firm uses it.
• Design. Adobe InDesign and Canva, working inside an existing brand template.
• Email. Mailchimp, Constant Contact, or the platform's own blast tool.
• CRM. Salesforce or HubSpot, where the contact list and listing records live.
• Assets. SharePoint, Google Drive or Dropbox for photography and floor plans.

Your templates and your distribution list are learned before the first launch.

Screen for finishing. Most of the failure in this role is work that is ninety percent done and never went live.

• Template discipline. Give them a brand template and a set of property facts and ask for a flyer. Look at whether they stayed inside the template or improvised.
• Proofreading against source. Put a wrong square footage in the brief and see whether they catch that it contradicts the rent roll.
• Multi-platform tracking. Ask how they would confirm a listing actually published everywhere it was meant to. Listen for whether they describe an actual verification step.
• Writing from broker shorthand. Give them three bullet points of scrawled notes and ask for a listing description.
• Chasing third parties. Photographers run late. Ask how they handle a shoot that has not been delivered two days before launch.

Scale Partner weights finishing over polish when screening for this role. The FAQ covers the replacement guarantee.

Marketing support stops where representation begins.

• They do not set or change pricing. They publish what the broker instructs.
• They do not negotiate or field substantive inquiries. Inbound goes to the broker.
• They do not sign or send listing agreements.
• They do not make claims about a property that are not in the source material. If the broker's notes do not support it, it does not go in the flyer.
• They do not design the brand. They work inside it.
• They do not quote rates that have not been authorized.

Where AI drafts listing copy, a person checks every property fact in it against the source before publication. Marketing copy with a wrong square footage or a wrong lease term is a representation problem. That principle is covered in scaling a CRE team with AI.

Listing marketing is bursty. Two quiet weeks, then four launches in one, which is exactly when an in-house generalist is already busy and the flyer slips.

Dedicated coverage absorbs the peak, and the benefit compounds: a coordinator who already knows your template library and your distribution list produces the fourth launch as fast as the first. That speed is the whole point, because a listing that goes live late competes against the ones that did not.