Real Estate Assistant - Listing Coordinator + Database Organization

This role is designed to bring structure and organization to a growing business. We are a high\-performing real estate business based in Pasadena/San Marino seeking a detail\-oriented, highly organized Listing Manager / Operations Coordinator.

This is a critical role focused on keeping listings, transactions, and client experience running seamlessly so the agent can focus on sales and growth.

If you love organization, systems, and being the “right hand” in a fast\-moving environment, this is a great opportunity to grow in real estate.

Responsibilities Listing \& Transaction Management

• Coordinate all listing prep (staging, photography, vendor scheduling)
• Input and manage listings in MLS (CRMLS preferred)
• Track timelines from listing → escrow → closing
• Ensure all documents, disclosures, and signatures are complete

Client \& Communication

• Serve as point of contact for clients, vendors, and agents
• Manage emails, follow\-ups, and scheduling
• Deliver a high\-touch, professional client experience

Database \& Systems (VERY IMPORTANT)

• Organize and maintain CRM/database of contacts
• Track past clients, prospects, and follow\-ups
• Help implement systems to improve efficiency

Operations \& Marketing Support

• Coordinate marketing materials (flyers, email campaigns, social posts)
• Assist with open houses and listing launches
• Help streamline workflows and improve processes

✅ Qualifications

• 2\+ years in real estate, escrow, TC, or admin role preferred
• Experience with MLS (CRMLS ideal), DocuSign, and CRM systems
• Extremely detail\-oriented and organized
• Strong communication and follow\-through
• Ability to manage multiple tasks and deadlines
• Tech\-savvy and systems\-minded

Bonus:

• Experience with Compass platform
• Marketing or social media coordination experience

Pay: $30\.00 \- $40\.00 per hour

Benefits:

• Flexible schedule

Education:

• Associate (Preferred)

Location:

• Pasadena, CA 91101 (Preferred)

Ability to Commute:

• Pasadena, CA 91101 (Required)

Work Location: Hybrid remote in Pasadena, CA 91101