Aug '25 • General discussion
Here's a Listing Coordinator Checklist!
Real Estate Listing Preparation and Management Checklist
This checklist is designed for an assistant supporting a real estate agent (LA - Listing Agent). Tasks are organized into phases for clarity: Pre-Listing Preparation, Go-Live Tasks, Owner-Occupied Management (if applicable), and Closing Tasks. Mark items as completed with notes as needed. Notify the LA at key milestones.
Phase 1: Pre-Listing Preparation
- Book photographer on Monday or Tuesday for Thursday live listing date.
- Book sign installer between Monday and Wednesday.
- Get key from seller.
- Install lockbox.
- Coordinate seller's showing availability (e.g., confirm if 24-hour notice is acceptable).
- Take 15-20 video clips (each 3-4 seconds) of the property and upload to Dropbox.
- Pick up seller disclosures.
- Pick up MLS data sheet.
- Scan and email TC (Transaction Coordinator) the seller disclosures.
- Scan and email TC the MLS data sheet.
- Pay photographer invoice and upload photos to Dropbox.
Phase 2: Go-Live Tasks
- Create "Just Listed" post using Adobe Express template.
- Create carousel post with 5 interior photos using Adobe Express.
- Set up ShowingTime / Aligned Showings according to plan (vacant or owner-occupied).
- Notify LA ideally 1 day before going live that this checklist is complete (LA will then write property description, schedule posts, and mark listing as active).
- Confirm job is complete if property is vacant (skip to Closing Tasks if no further action needed).
Phase 3: Owner-Occupied Management (If Applicable)
- Manage showings according to seller's preferred schedule.
- Text owners to confirm next appointments based on their preferences.
- Provide LA contact info to BA (Buyer's Agent).
- Text LA every Friday to confirm the number of showings that week.
- Uninstall lockbox and coordinate giving key to BA.
Phase 4: Closing Tasks
- Possibly send a closing gift and card to client on behalf of the LA.
- Notify LA when closing gift is mailed.
- Remind LA to send out request for a Google review.
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Here's a Listing Coordinator Checklist!
