Real Estate Marketing and Listing Coordinator

Job SummaryReporting 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 ResponsibilitiesAdministrative SupportGreet clients, answer phones, and manage front desk dutiesRespond to emails and distribute inquiries to the appropriate team membersSchedule client-related activities per listing requirementsMaintain organized filing systems, listing folders, and compliance documentsAssist with preparing CMAs, presentations, and printed materialsManage office supplies and coordinate courier servicesUpdate CRM entries, client notes, and follow-up tasksAssist with document preparation, onboarding paperwork, and digital signing DocuSign/AuthentiSign.Listing CoordinationManage the entire listing workflow from pre-listing to sold/closedPrepare pre-listing packages and ensure all required documents are completeSchedule photography, videography, staging, cleaners, and other vendorsCoordinate property access with sellers, tenants, and service providersInput listings into MLS/REALTOR.ca with accurate data and attachmentsTrack listing timelines, status changes, open house schedules, and marketing stepsPrepare feature sheets, brochures, and signage requestsCoordinate sign installations and removals and maintain sign/lockbox inventoryTrack showings, gather agent feedback, and prepare weekly seller updatesOrganize received offers and ensure documentation accuracy and complianceTrack conditions, waivers, amendments, and closing-related documentationCoordinate with cooperating agents, lawyers, and mortgage professionalsSend “Just Sold” updates and complete post-sale file archivingMarketing 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 templatesAssist with email newsletters, property announcements, and Google Business & Rate My AgentSupport community initiatives, events, and team activitiesCapture simple content for DCG agents and help with engagement on social platformsMaintain and update online profiles, links, and review platformsOffice OperationsSupport agents with print materials, open house kits, and listing suppliesMaintain a clean, organized, and professional office environmentAssist with internal team meetings, events, and vendor appointmentsProvide general support to the Director of Business Development & Strategic MarketingQualifications1–2 years of administrative experience (real estate experience an asset)Strong organizational and multitasking abilitiesExcellent written and verbal communication skillsProficient 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 assetDetail-oriented, dependable, and comfortable in a fast-paced environmentMust be able to work full-time in the Oakville officeWhat We OfferCompetitive full-time salaryTraining and mentorshipOpportunities for career growth within operations or marketingA collaborative, supportive, team-focused environmentExperience working with one of Oakville’s top real estate teamsJob Type: Full-timePay: $35,264.53-$45,000.00 per yearBenefits:Casual dressOn-site parkingWork Location: In person