Real Estate Marketing and Listing Coordinator

Job Summary

Reporting directly to the Director of Business Development & Strategic Marketing and the Senior Operations Manager, this full-time in-office role is a key support position within the Dan Cooper Group. The Real Estate Administrative, Listing & Marketing Assistant provides essential administrative support, manages listing coordination from pre-listing to closing, and assists with junior-level marketing tasks across multiple platforms. This is a fast-paced, detail-driven role requiring excellent organization, strong communication skills, and the ability to manage multiple responsibilities with accuracy. The ideal candidate is proactive, eager to learn, and looking to grow within a high-performing real estate team.

Key Responsibilities

Administrative Support

• Greet clients, answer phones, and manage front desk duties
• Respond to emails and distribute inquiries to the appropriate team members
• Schedule client-related activities per listing requirements
• Maintain organized filing systems, listing folders, and compliance documents
• Assist with preparing CMAs, presentations, and printed materials
• Manage office supplies and coordinate courier services
• Update CRM entries, client notes, and follow-up tasks
• Assist with document preparation, onboarding paperwork, and digital signing DocuSign/AuthentiSign.

Listing Coordination

• Manage the entire listing workflow from pre-listing to sold/closed
• Prepare pre-listing packages and ensure all required documents are complete
• Schedule photography, videography, staging, cleaners, and other vendors
• Coordinate property access with sellers, tenants, and service providers
• Input listings into with accurate data and attachments
• Track listing timelines, status changes, open house schedules, and marketing steps
• Prepare feature sheets, brochures, and signage requests
• Coordinate sign installations and removals and maintain sign/lockbox inventory
• Track showings, gather agent feedback, and prepare weekly seller updates
• Organize received offers and ensure documentation accuracy and compliance
• Track conditions, waivers, amendments, and closing-related documentation
• Coordinate with cooperating agents, lawyers, and mortgage professionals
• Send "Just Sold" updates and complete post-sale file archiving

Marketing Support (Junior Level)

• Assist with preparing and posting social media content (Instagram, Facebook, TikTok, LinkedIn)
• Create basic listing graphics, open house posts, and team updates using templates
• Assist with email newsletters, property announcements, and Google Business & Rate My Agent
• Support community initiatives, events, and team activities
• Capture simple content for DCG agents and help with engagement on social platforms
• Maintain and update online profiles, links, and review platforms

Office Operations

• Support agents with print materials, open house kits, and listing supplies
• Maintain a clean, organized, and professional office environment
• Assist with internal team meetings, events, and vendor appointments
• Provide general support to the Director of Business Development & Strategic Marketing

Qualifications

• 1–2 years of administrative experience (real estate experience an asset)
• Strong organizational and multitasking abilities
• Excellent written and verbal communication skills
• Proficient with Google Workspace (Docs, Sheets, Drive)
• Ability to learn new software quickly (MLS/REALM, CRM programs, etc.)
• Familiarity with social media platforms; basic Canva skills are an asset
• Detail-oriented, dependable, and comfortable in a fast-paced environment
• Must be able to work full-time in the Oakville office

What We Offer

• Competitive full-time salary
• Training and mentorship
• Opportunities for career growth within operations or marketing
• A collaborative, supportive, team-focused environment
• Experience working with one of Oakville's top real estate teams

Job Type: Full-time

Pay: $35,264.53-$45,000.00 per year

Benefits:

• Casual dress
• On-site parking

Work Location: In person