Job Summary
We are seeking a highly organized, proactive, and detail-oriented Real Estate Operations Assistant to support a fast-paced, listing-focused real estate business. This role is responsible for helping manage the operational side of residential listings from the time a client signs through launch, active marketing, contract coordination, and off-market logistics.
The ideal candidate is someone who takes ownership, communicates clearly, works well independently, and understands that accuracy and follow-through are critical. You will work closely with the lead agent, clients, photographers, contractors, vendors, showing agents, and other real estate professionals to ensure every listing is prepared, launched, and maintained at a high standard.
This is not primarily a sales or showing role. The position is focused on listing operations, client coordination, property logistics, MLS management, vendor scheduling, showing feedback, and maintaining an organized workflow as the business continues to scale.
Responsibilities
- Coordinate the listing process after the listing agreement has been signed and pricing strategy has been established.
- Schedule and attend professional photography, video, Matterport, floor plan, and other listing-related appointments as needed.
- Coordinate photographers, contractors, inspectors, appraisers, stagers, sign companies, and other vendors involved in preparing a property for market.
- Manage sign, lockbox, key, access code, and property-access logistics for active listings.
- Collect all necessary property information, documents, disclosures, upgrades, features, and marketing details needed before a listing goes live.
- Prepare and input residential listings into the MLS with a strong emphasis on accuracy, completeness, and attention to detail.
- Review MLS entries, showing instructions, property details, photos, and marketing information before launch to minimize errors and corrections.
- Set up and maintain ShowingTime instructions, access information, and showing-related communication.
- Help ensure listings are prepared and launched according to internal deadlines and scheduled listing days.
- Monitor showing activity and collect feedback from buyers and buyer agents.
- Follow up with showing agents when additional feedback or clarification is needed.
- Organize showing feedback and assist with preparing recurring seller updates.
- Communicate with clients regarding scheduling, photography, vendor appointments, property access, and other operational matters.
- Coordinate inspections, appraisals, contractor visits, and other property appointments when necessary.
- Assist with open house preparation, property materials, signage, and logistical coordination.
- Maintain accurate internal records, listing status information, access instructions, vendor information, and property documentation.
- Assist with listing changes, price adjustments, status updates, and other MLS updates at the direction of the lead agent.
- Coordinate sign, lockbox, key, and property-access removal when a listing closes, terminates, leases, or is taken off market.
- Work closely with the lead agent to identify operational issues before they become client-facing problems.
- Maintain a high level of professionalism when interacting with sellers, buyers, agents, vendors, and other members of the real estate community.
- Help develop and improve repeatable systems, checklists, and processes as the listing business and team continue to grow.
Experience
- Previous experience in real estate administration, listing coordination, transaction coordination, property management, operations, or a similar client-service role is strongly preferred.
- Familiarity with residential real estate listings and the general lifecycle of a property from pre-listing preparation through closing is preferred.
- Experience with MLS systems, ShowingTime, CRM platforms, transaction management software, or other real estate technology is highly desirable.
- Strong organizational skills with the ability to manage multiple properties, deadlines, appointments, vendors, and client requests simultaneously.
- Exceptional attention to detail and the ability to review work carefully before submission or publication.
- Strong written and verbal communication skills.
- Comfortable communicating directly with homeowners, agents, vendors, photographers, contractors, and other professionals.
- Ability to work independently, take initiative, solve problems, and follow through without requiring constant supervision.
- Strong time-management skills and the ability to prioritize urgent and important tasks in a fast-moving environment.
- Proficiency with common business technology, including email, calendars, spreadsheets, document management systems, and CRM platforms.
- Reliable transportation and the ability to travel locally to properties and appointments when required.
- A real estate license is helpful but not required unless otherwise specified.
- Experience supporting a high-volume real estate agent or team is a significant plus.
We are looking for someone who wants to become an important part of a growing real estate operation, not simply complete administrative tasks. As the business grows, this position has the opportunity to develop into a larger listing operations and client services role supporting multiple agents and an expanding real estate team.
The right person will take pride in getting the details right, creating an excellent client experience, and building systems that allow the business to operate efficiently at a much larger scale.
Pay: $30,000.00 - $275,000.00 per year
Benefits:
- Dental insurance
- Flexible schedule
- Health insurance
- Parental leave
- Vision insurance
Work Location: Hybrid remote in Houston, TX 77008
