Listing Operations Coordinator

MoveSmart Rentals is hiring a detail-oriented Listing Operations Coordinator to support listing operations, listing accuracy, brokerage coordination, and administrative flow between MoveSmart Rentals and our partner brokerage.

MoveSmart Rentals helps property owners lease their rental properties with more structure, visibility, and support. The team coordinates listing readiness, owner communication, documentation, property information, and leasing administration through an organized, process-driven workflow.

This role is highly administrative and detail-focused. The right person must be organized, accurate, responsive, and comfortable managing listing data, documentation, CRM updates, status changes, scheduling, follow-ups, and coordination between internal teams and external partners.

How to Apply

• Apply with your resume
• If your background aligns, you’ll receive a link to a short pre-recorded video interview shortly after applying
• Candidates selected after the pre-recorded interview may be contacted for a second live interview
  
  

What You’ll Do

• Coordinate listing administration between MoveSmart Rentals and the partner brokerage
• Prepare listing files and confirm all required information is complete before submission
• Enter and update property listing information accurately
• Review listing details, including address, rent amount, availability date, unit details, parking, locker, utilities, inclusions, photos, and showing instructions
• Coordinate listing updates, price changes, status changes, leased updates, cancellations, and other listing-related changes through the proper process
• Maintain clean and accurate records in the CRM and internal systems
• Track listing status and follow up on missing information
• Coordinate with internal team members regarding photos, lockboxes, property access, cleaning, assessments, and listing readiness
• Organize listing documents, forms, owner information, and brokerage-related documentation
• Follow checklists and standard operating procedures to ensure files are complete and accurate
• Communicate clearly with internal teams and external partners when information is missing or action is required
• Monitor active listing files and ensure updates are completed on time
• Identify errors, missing details, or inconsistencies before listings go live
• Provide daily updates and reporting on listing status, pending items, and completed tasks
  
  

Requirements

• Bachelor’s degree in Business Administration, Management, Real Estate, Finance, Accounting, Legal Studies, Operations, Communications, or another related business or administrative field
• Equivalent strong experience may be considered for exceptional candidates
• 3+ years of full-time experience in administration, operations coordination, data entry, documentation, real estate administration, leasing coordination, listing coordination, transaction coordination, mortgage processing, insurance administration, legal administration, logistics coordination, or similar work
• Strong attention to detail and ability to catch small errors
• Excellent written English communication skills
• Strong data entry and administrative accuracy
• Comfortable working with CRMs, online forms, spreadsheets, checklists, and document management systems
• Ability to follow processes exactly and complete repetitive administrative tasks with consistency
• Strong organization, task management, and follow-up habits
• Ability to manage multiple files at the same time
• Comfortable working remotely during EST business hours
• Reliable, responsive, and able to meet deadlines
• Able to work independently without constant supervision
  
  

Nice-to-Have

• 4+ years of experience in real estate, leasing, brokerage administration, listing coordination, or another detail-heavy operations environment
• Experience supporting a real estate company, brokerage, property management company, or leasing team
• Experience with MLS-style systems, listing portals, CRM systems, document checklists, or real estate forms
• Experience coordinating with third-party partners, vendors, internal departments, or external service providers
• Experience with high-volume administrative work where accuracy and deadlines are important
• Experience with data entry, documentation review, file management, and status tracking
  
  

Ideal Candidate

The ideal candidate is extremely organized, detail-oriented, and comfortable working behind the scenes to keep listing operations moving properly.

They check information carefully, follow processes, update systems quickly, and make sure missing details do not fall through the cracks.

They enjoy structured administrative work, documentation, data accuracy, coordination, and making sure every file is properly completed from start to finish.

Remote Tech Requirements

• Dual monitor setup
• Computer with 16GB RAM minimum
• 100+ Mbps reliable internet speed
• Webcam
• Noise-cancelling headset
• Quiet and professional work environment
• Reliable backup internet access preferred
  
  

Important Location Requirement

This is a remote position; however, candidates must be located in the same country, city, or region where the job is posted. The successful candidate must be available to attend a local office, meeting, training session, or company event if requested.

Please only apply if you are based in the location listed on this job posting. Remote does not mean the position is open worldwide.