Company Overview

At Heaps Estrin, we pride ourselves on being more than just a real estate team; we are innovators driving change and elevating the real estate experience for our clients. With a relentless focus on excellence, we empower our team to achieve outstanding results while ensuring operational efficiency that drives our success.

Summary

The Listings Coordinator is a pivotal position responsible for managing the end-to-end property listings process, vendor relationships, and team alignment for listings at all stages of the sales cycle. This role serves as the central point of contact for agents, ensuring listings efficiency, compliance, and quality control across all platforms, vendors, and deliverables. This position requires exceptional attention to detail, strong organisational ability, a collaborative approach to cross-department communication, and the ability to manage time and prioritize tasks in a fast-paced environment.

Responsibilities

- Listings Management_
- Lead and execute the entire listings process from start to finish, ensuring every property moves efficiently through the preparation, launch, and post-listing phases.
- Prepare, review, and manage all listing paperwork in compliance with MLS, TRREB, RECO and Heaps Estrin standards.
- Liaise with the legal team to ensure the most current clauses and documentation are in use.
- Maintain and update MLS, SiSU, and WebForms for accuracy and consistency across all platforms.
- Manage listing information, photos, and collateral to ensure brand alignment and quality control.
- Assist in coordinating open houses alongside the general Sales Assistant and ensure listings are properly displayed, updated, and quality-checked on MLS and Realtor.ca.
- Execute and monitor the post-listing checklist,



verifying consistency and accuracy across all marketing and digital platforms.
- External Vendor Management & Budget Oversight_
- Manage relationships with all listings vendors (photography, videography, signage, floor plans, cleaning, home inspection, etc.), ensuring timely delivery, quality standards, and brand alignment.
- Identify and escalate budget overages or inefficiencies for review and approval when applicable.
- Evaluate vendor performance and maintain a roster of trusted, cost-effective service providers.
- Seek opportunities to optimize vendor partnerships for improved value, efficiency, and consistency across listings.
- Marketing Coordination_
- Collaborate closely with the Marketing Team to ensure proactive marketing efforts on upcoming (“pipeline”) listings, providing early insights on timing, and property features.
- Work with Marketing to identify and address stale listings, ensuring refreshed creative, updated positioning, or targeted outreach campaigns.
- Create feature sheets and fact sheets and manage the editing, formatting and production process using Canva and approved templates.
- Ensure brand consistency across all listing materials (feature sheets, photo quality on MLS, schedules, etc.) and timely delivery for launch.
- Agent & Internal Support_
- Act as the go-to contact for all listings-related queries including paperwork, vendor coordination, MLS-loading, and system assistance with agents and other internal stakeholders.




- Support agents in preparing listings, managing listing-specific requests, and launching listings on MLS.
- Maintain clear communication across departments, escalating issues or time-sensitive items when required.
- Provide administrative support and coordination to the leadership team as directed.
- Process Improvement & Collaboration_
- Identify opportunities to improve listings systems, checklists, and processes for greater efficiency and accuracy.
- Ensure SiSU efficiency including task auditing and follow-up.
- Gather and implement feedback from agents and stakeholders to continually refine the listings experience.
- Partner with the Marketing, Operations, and Sales teams to align listings execution with brand priorities and business goals.

Qualifications

- Minimum 2 years’ experience in real estate operations, administration, coordination, or marketing.
- Demonstrated understanding of MLS systems and RECO compliance.
- Experience liaising with vendors and managing project budgets.
- Real estate or marketing background preferred.

Skills and Attributes

- Exceptional organizational skills and attention to detail across all stages of listings.
- Strong analytical and problem-solving skills with the ability to balance efficiency and quality.
- Proven ability to manage time and prioritize tasks in a rapid-paced environment.
- Highly proficient in GSuite, Canva, SiSU, Follow-up Boss, WebForms, AuthentiSign, and MLS systems.
- Excellent written and verbal communication skills.
- Team-oriented and adaptable, with a proactive approach to challenges.
- Experience in vendor management, cost control, or logistics coordination is an asset.
- Graphic design or marketing coordination experi

📌 Real Estate Listings Coordinator (East York)
🏢 The Heaps Estrin Team
📍 East York