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