Listing Coordinator & Administrative Specialist
Grant Johnson Group | Real Broker
Full-Time | Minnesota/Wisconsin
Are You the Person Everyone Counts On?
Do you naturally notice the small details that others overlook? Do you love keeping projects organized, following systems, and ensuring nothing falls through the cracks? Do people describe you as dependable, proactive, and highly organized?
If so, we'd love to meet you.
The Grant Johnson Group is one of the top-producing real estate teams serving Minnesota and Wisconsin. We are looking for a Listing Coordinator & Administrative Specialist who will play a vital role in delivering an exceptional client experience while helping support the administrative functions of our growing team.
This is much more than a traditional listing coordinator position. While your primary responsibility will be managing our listing process, you'll also be cross-trained in other administrative functions and become a trusted resource who helps keep our team running smoothly.
What You'll Do
As our Listing Coordinator & Administrative Specialist, you'll be responsible for ensuring every listing launches flawlessly and stays on track throughout the entire process. You will manage important details, timelines, updates, and communication while also supporting the team with day-to-day administrative responsibilities such as data management, system updates, and other projects that help keep our business running efficiently.
Responsibilities include:
- Coordinate the listing process from signed listing agreement through active listing
- Manage timelines, deadlines, documents, and communication throughout each listing
- Coordinate photographers, stagers, sign installation, marketing, and vendors
- Enter and review MLS listings with exceptional accuracy
- Communicate professionally with clients, agents, vendors, and internal team members
- Maintain accurate records and workflows in our CRM and transaction management systems
- Assist with administrative projects and provide support to other departments as needed
- Cross-train in additional administrative responsibilities to provide backup support across the organization
- Continuously look for ways to improve efficiency while following established systems and processes
Who Thrives in This Role
This position is ideal for someone who:
- Loves checklists, systems, and organization
- Takes pride in producing accurate, error-free work
- Can confidently manage multiple priorities without sacrificing quality
- Is highly detail-oriented and notices what others miss
- Follows established processes consistently and understands the importance of doing things the right way every time
- Communicates clearly, professionally, and promptly
- Is proactive, dependable, and takes ownership of their work
- Enjoys helping both clients and teammates succeed
- Maintains a calm, positive attitude in a fast-paced environment
- Wants to grow with a high-performing team
Preferred Qualifications
- 2+ years of experience in real estate administration, listing coordination, transaction coordination, title, escrow, mortgage, executive administration, or another deadline-driven administrative role
- Strong organizational and time management skills
- Excellent written and verbal communication
- Ability to quickly learn new technology and software
- Exceptional attention to detail and proofreading skills
- Experience managing multiple projects simultaneously without letting details fall through the cracks
- Prioritizes delivering a white-glove client experience and understands that every interaction shapes the client's experience. Takes pride in providing proactive communication, exceptional attention to detail, and thoughtful follow-through to ensure clients feel informed, valued, and well cared for throughout the process.
This Position Is Not a Good Fit If You...
- Frequently miss deadlines or overlook details
- Struggle to stay organized when juggling multiple priorities
- Prefer working without established systems or processes
- Need frequent reminders to complete tasks
- Have difficulty adapting to a fast-paced environment
- Believe "close enough" is good enough
What We Offer
- The opportunity to work with one of the top-producing real estate teams in Minnesota and Wisconsin
- A collaborative, supportive, and growth-oriented team environment
- Cross-training and opportunities to expand your knowledge of the business
- A position where your organization, communication, and attention to detail make a direct impact on our clients' experience and our team's success
How to Apply
To help us identify candidates who pay attention to detail, please include the word "For Sale" in the first sentence of your application.
Along with your resume, please answer the following:
- What attracts you to this role?
- Tell us about a time you caught a mistake before it became a bigger problem.
- How do you stay organized when managing multiple deadlines and competing priorities?
- What systems or tools do you use to ensure nothing falls through the cracks?
We're looking for someone who takes pride in delivering exceptional work, exceptional service, and exceptional consistency. If that sounds like you, we'd love to hear from you.
Pay: $23.00 - $26.00 per hour
Work Location: In person
