Sales & Listing Operations Coordinator - DFW

Prospere Companies•Southlake, TX

8d•Hybrid

About The Position

Prospere Companies is seeking a Sales & Listing Operations Coordinator to ensure their 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. The coordinator will handle listing submissions, CRM accuracy, broker requests, meeting preparation, internal announcements, and general sales operations across Texas, Colorado, and Nevada. This is a high-trust support position for an individual who thrives on structure, follow-through, data integrity, and recurring processes, aiming to improve the efficiency and accuracy of the sales team's operations.

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.
This position does not offer visa sponsorship.

Nice To Haves

Experience with HubSpot or another CRM.
Experience with Microsoft Teams.
Experience with SharePoint.
Experience with Zoom.
Experience with Trainual or another learning management system.
Experience with Excel / Microsoft Office.
Experience with BizBuySell or other listing platforms.
Comfortable learning software, solving basic user issues, documenting repeatable steps, and escalating technical problems when needed.

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.
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.
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.
Assist brokers 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.
Support team meetings, trainings, and other internal gatherings.
Help create a professional, organized environment for brokers, staff, and guests.