Sales & Listing Operations Coordinator - DFW
Prospere Companies•Southlake, TX
•$55,000 - $68,000•Hybrid
About The Position
Prospere Companies is seeking a Sales & Listing Operations Coordinator to ensure brokerage teams remain organized, accurate, and efficient. This role focuses on managing the operational details behind sales, listings, and closings, supporting brokers in their work with business owners and deals. It is a high-trust support position for an individual who thrives on structure, follow-through, data accuracy, and recurring processes, aiming to improve the efficiency and organization of a fast-paced team. Success in this role leads to cleaner listings, faster broker operations, better leadership information, and fewer operational errors.
Requirements
- Highly organized and detail-oriented.
- Comfortable managing recurring daily, weekly, and monthly tasks.
- Comfortable using CRMs, spreadsheets, and business software.
- Good at following checklists and improving repeatable processes.
- Calm and professional when supporting busy salespeople.
- Able to manage multiple moving pieces without losing track of details.
- Comfortable communicating with different teams and departments.
- Reliable with deadlines, documentation, and follow-through.
- Proactive enough to notice issues before they become bigger problems.
- Able to work in-office Monday–Thursday in Southlake, TX.
- Must be based in the Dallas area.
- Experience with HubSpot or another CRM is helpful.
- Experience with Microsoft Teams is helpful.
- Experience with SharePoint is helpful.
- Experience with Zoom is helpful.
- Experience with Trainual or another learning management system is helpful.
- Experience with Excel / Microsoft Office is helpful.
- Experience with BizBuySell or other listing platforms is helpful.
- Comfortable learning software, solving basic user issues, documenting repeatable steps, and escalating technical problems when needed.
Nice To Haves
- This is not a sales role.
- This is a high-trust support role for someone who enjoys structure, follow-through, clean data, recurring processes, and helping a fast-moving team stay organized.
- This is not the right role if you dislike details, get overwhelmed by multiple priorities, avoid follow-up, or need every task handed to you one at a time.
Responsibilities
- Manage the operational flow of business listings from intake through updates, marketing, and closing support.
- Review new listing submissions for completeness and accuracy, checking for missing documentation, incomplete Executive Summaries, engagement fee details, and required listing information.
- Coordinate listing activations, updates, removals, and price changes across internal systems and marketing platforms.
- Monitor listing visibility and marketplace usage, including BizBuySell showcase rotations.
- Support closing-related administrative tasks and internal deal reporting.
- Communicate with brokers when listing information is incomplete or needs correction.
- Maintain clean and accurate records in HubSpot CRM.
- Assist with lead entry, lead assignment, and deal updates.
- Audit CRM data for missing or incorrect information.
- Support weekly KPI tracking and sales reporting.
- Help document and improve standard operating procedures.
- Assist with recurring workflow follow-up and internal process compliance.
- Help leadership gain better visibility into listings, leads, and broker activity.
- Serve as a key support point for brokers and internal teams, assisting with basic questions related to HubSpot, SharePoint, Teams, Zoom, Trainual, and internal processes.
- Route helpdesk requests to the appropriate department or specialist.
- Track open requests and help ensure follow-through.
- Prepare weekly sales meeting materials, including PowerPoint updates and KPI trackers.
- Coordinate internal announcements, including closings, birthdays, anniversaries, and team updates.
- Assist with onboarding and offboarding tasks as needed.
- Help keep communication clean, timely, and organized across departments.
- Assist with meeting setup and internal event preparation.
- Help maintain conference rooms and shared office spaces.
- Coordinate office supplies, snacks, mail, and monthly office lunches as needed.
- Support team meetings, trainings, and other internal gatherings.
- Help create a professional, organized environment for brokers, staff, and guests.
Benefits
- Health, dental, and vision (50% employer contribution)
- 401k with 4% match
- Progressive PTO (2–4 weeks)
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
