Listings Department Coordinator

Listings Department Coordinator

Position Summary

The Listings Department Coordinator is responsible for the day-to-day administration, accuracy, and quality of business listings across all national platforms. This role serves as the operational hub of the listings workflow — managing listing agreements, coordinating with franchisees and sellers, leveraging AI-powered tools to produce compelling listing content, and ensuring all active listings are optimized, compliant, and live with maximum visibility. The ideal candidate is highly organized, detail-oriented, and comfortable working within digital platforms, automation tools, and structured processes.

Key Responsibilities

Platform Monitoring & Quality Control

• Monitor automated systems that upload and sync listing changes to national platforms, identifying and resolving discrepancies as they arise.
• Perform limited, targeted edits to listings on national platforms as needed to correct errors or reflect updated seller information.
• Ensure all published listings are accurate, complete, and consistent across all syndicated channels.

Franchisee Listing Approvals

• Review listings submitted by franchisees for completeness, accuracy, and compliance with brand standards.
• Approve, return for revision, or escalate submitted listings according to established review protocols.
• Communicate clearly with franchisees to resolve submission issues in a timely manner.

AI-Powered Listing Writing

• Use the company's AI listing writing tool to produce professional, engaging, and brand-consistent listing descriptions.
• Edit and refine AI-generated content as needed to ensure accuracy and appropriateness for each unique listing.

Listing Agreements

• Upload all executed (signed) listing agreements into the appropriate systems upon receipt.
• Prepare listing agreements for new engagements, ensuring all required fields, terms, and disclosures are included.
• Distribute listing agreements to sellers via the appropriate channels and track execution status to completion.

Seller Coordination & Jotform Data Collection

• Serve as the primary point of contact for sellers during the information-gathering phase of the listing process.
• Coordinate with sellers to collect required listing information through the company's automated Jotform collection workflow.
• Follow up proactively to ensure timely submission of seller-provided data, photos, financials, and supporting documentation.

Listing Activation & SEO Optimization

• Take approved listings live on the company website following standard operating procedures.
• Apply the company's standard SEO methodology to all published listings, including keyword integration, category selection, headline optimization, and description structuring.
• Verify that all newly activated listings are properly across syndicated platforms.

Weekly Inventory Audit

• Run a designated macro against the full listing inventory on a weekly basis to identify data issues, missing fields, stale listings, or platform sync errors.
• Compile results and escalate flagged items for resolution according to established protocols.
• Maintain records of audit results and track issue resolution over time.

Qualifications

Required

• High school diploma or equivalent; associate's or bachelor's degree preferred.
• 1–3 years of experience in an administrative, listings, operations, or real estate/business brokerage support role.
• Strong proficiency with digital platforms and online listing portals.
• Comfortable using AI-powered writing tools and adapting generated content.
• Proficiency with Microsoft Office Suite and form-based data collection tools (e.g., Jotform).
• Familiarity with basic SEO principles and best practices for online listings.
• Exceptional attention to detail with strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple concurrent tasks and meet deadlines in a fast-paced environment.