What Real Estate Agents Need to Know About Listing Coordinators

As a seasoned real estate agent, you've likely reached the point where your success is creating its own set of challenges. 

More listings mean more vendor coordination, seller communication, and administrative tasks pulling you away from what you do best - building relationships and closing deals. 

If you're finding yourself buried in listing logistics instead of focusing on revenue-generating activities, it might be time to explore how a listing coordinator can transform your real estate operations.

What is a Listing Coordinator?

A listing coordinator is a real estate professional who manages all the administrative and logistical tasks involved in bringing a property to market. They handle everything from initial listing preparation to seller communication - allowing agents to focus on client relationships and deal negotiation.

Listing Coordinator vs. Transaction Coordinator

A listing coordinator focuses on pre-market activities. A transaction coordinator takes over once an offer has been accepted - managing paperwork, compliance, and the path to closing. Think of it this way: listing coordinators get you to contract, transaction coordinators get you to close.

What Does a Real Estate Listing Coordinator Do?

Listing coordinators can help you by: 

• Collecting accurate property information, measurements, and features

• Scheduling photography, staging, inspections, and vendor tasks

• Creating listing materials (marketing site, brochures, and postcards)

• Publishing listings across MLS and syndication platforms

• Managing seller-facing dashboards or communication platforms

• Sending timely updates and reminders to sellers

• Coordinating vendors and following up on service delivery

• Scheduling property showings and open houses to buyers

Should You Hire a Listing Coordinator?

A listing coordinator takes the repetitive, time-consuming tasks off your plate, giving you back the time and headspace to focus on closing deals. It also improves the seller experience, since you’re no longer the only point of contact handling every concern or question.

Because listing coordinators specialize in managing listings, they bring speed, structure, and often a network of trusted vendors that you can tap into - saving you even more time.

That said, there are tradeoffs. You’ll face added financial costs, especially if it’s your first time outsourcing listing support. There’s also the time investment required to onboard and train someone. If you’re leaning towards a virtual assistant to cut costs, you need to make peace with timezone gaps and limited knowledge of the local market.

So, what’s the bottom line? Hiring a listing coordinator makes sense if any of these apply to you:

• You're spending too much time coordinating vendors, collecting property information, and managing logistics.

• You're juggling texts, emails, and calls across different platforms. Important messages get lost, and sellers get frustrated asking the same questions.

• Your workflow is becoming unmanageable as your listing volume grows.

• You're burning out from being the single point of contact at all hours.

Types of Listing Coordinators Agents Can Hire (and What They Cost)

Depending on your workload and budget, you can choose between AI-powered, full-time, and virtual listing coordinators - each with different benefits and tradeoffs.

AI-Powered Listing Coordinator

AI-enabled listing coordinators carry out routine tasks while providing 24/7 availability and giving you high-level control. These systems can create listings, coordinate with vendors, and update sellers throughout the process.

They’re cost-effective, don’t require training or ongoing management, and deliver a consistent seller experience every time. However, getting used to new technology might take a bit of a learning curve.

Since this is an emerging market, my recommendation is Truelist - an AI-powered listing coordinator that helps busy agents prepare listings, coordinate vendors, update sellers, and save 5-10 hours per deal.

How Much Does an AI-Powered Listing Coordinator Cost?

AI-powered listing coordinators are typically 20–30% more affordable than human alternatives. You also get consistent support without the overhead of training or management.

Full-Time Employee

A full-time listing coordinator becomes a dedicated team member who deeply understands your business processes, local market nuances, and client preferences. They can handle complex situations, build relationships with your vendor network, and grow with your business.

However, they’re the most expensive option, require training and ongoing management, and come with the risk of turnover - meaning you have to restart the entire process.

How Much Does a Full-Time Employee Cost?

The average hourly pay for a full-time listing coordinator in the United States is $23.32 an hour. However, many listing coordinators charge a flat fee per listing, typically starting at $150. 

In higher-cost markets like New York, the average jumps to $25.51 an hour. 

Virtual Assistant

Virtual assistants, particularly those from offshore locations, provide human interaction and flexibility at a lower cost than domestic employees. They can be trained on your specific processes and handle a wide variety of tasks beyond listing coordination.

However, there may be potential timezone and language differences that can affect communication. VAs usually need more initial training than full-time coordinators because they may not be familiar with your local market. 

How Much Does a Virtual Assistant Cost?

If you're considering offshore support, virtual assistants start from $7 per hour. 

Why More Agents Are Choosing Truelist Over Traditional Help

If you're a solo agent handling listing coordination on your own, the jump to hiring a VA or full-time employee can feel overwhelming. You’d need to create SOPs, train them, and hope they match your pace.

A more efficient way to get listing coordination support (without the financial and hiring overhead) is by using Truelist’s AI-powered listing coordinator.

The Truelist Coordinator is a voice- and text-based assistant that helps agents prepare listings, coordinate with vendors, and communicate with sellers. Just call or text to get the listing and a seller dashboard live in minutes. It’s like having a listing coordinator - for a fraction of the cost.

We’re inviting select agents to try the Truelist Coordinator before launch. Apply for beta access and see how you can save 5–10 hours per listing while offering a standout seller experience.

FAQs About Listing Coordinators

How Much Do Listing Coordinators Make?

This depends on multiple factors like experience, location, scope of work, etc. However, the average hourly rate in the United States is $23.32. Many work on a per-listing fee structure, starting around $150 per property. Offshore virtual assistants can expect to be paid $7 per hour (starting). 

How to Become a Real Estate Listing Coordinator?

To become a listing coordinator, you don’t need a college degree, but experience in real estate or admin roles helps. Learn how to use listing tools like MLS and CRMs, sharpen your communication skills, and apply to brokerages or teams looking for coordination support. If your scope of work edges into transactional advice or paperwork review, some states may require you to get a real estate licence.