Marketing & Listings Coordinator - Toronto, Ontario | Sotheby's International Realty Canada | | 26/06/13
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Marketing & Listings Coordinator Full-Time

Location: Toronto, Ontario
Company Name: Sotheby's International Realty Canada ()
Category: Account/Project Mgmt, Graphic Design

Sotheby’s International Realty Canada is seeking an experienced, organized Marketing & Listing Coordinator to join our growing Toronto team.

Reporting to the Managing Broker/ Co-Manager and VP, Marketing, the Marketing & Listings Coordinator provides advertising, listings loading, graphic design and general marketing communications support to over 75 agents in Sotheby’s International Realty Canada- Toronto, Ontario office managers, as well as the National Head Office.

Our ideal candidate has experience in marketing/administration in a real estate brokerage environment, a genuine care for client service, and stellar project management abilities. Most importantly, you’re an experienced self-starter eager to grow, learn and contribute in a position that offers tremendous day-to-day variety and challenge.


Advertising Coordination & Client Service

Ensure all Toronto print and magazine ads, are submitted “on-time” and “on-creative”, by providing scheduling, project coordination and quality assurance:

  • Maintain advertising schedules, status reports, timelines
  • Communicate and reinforce deadlines/brand requirements to all agents while maintaining the highest level of client service
  • Collect, organize and make quality control edits to all source materials from agents: this includes photos, copy, and mailing lists in XLS or CSV format
  • Ensure that all ad materials are submitted to the graphic designer in an organized fashion, with an adequate project brief (where applicable)
  • Negotiate extensions/ad booking changes directly with media as required
  • Ensure accuracy of all print ads- proofread ads against agent booking forms
  • Ensure accuracy of all proofs and submissions, including proofreading/editing
  • File ad booking forms and ensure accurate agent billing

Agent Brand Training, Orientation  & Compliance

Ensure the integrity of the corporate brand across all agent online and offline marketing materials:

  • Provide agents and Ontario office managers with timely answers to questions on corporate marketing initiatives and brand standards
  • Work directly with new and existing agents to ensure brand compliance of their websites and marketing materials
  • Work with agent’s third-party graphic and web designers as required to ensure delivery of brand compliant agent marketing materials
  • Communicate local, national and international Sotheby’s International Realty marketing opportunities to agents and offices
  • Conduct brand orientation sessions with new agents to familiarize them with brand resources, tips, tricks and tools.
  • Orientate agents on our resource area, including and XpressDocs, and familiarize them with tips, tricks & tools

Graphic Design/Photoshopping Support

Provide graphic design and photoshopping support to the lead graphic designer on advertising and marketing materials when required, including:

  • Feature sheets
  • Property brochures
  • Postcards
  • Listing presentations

Listings Load Support

Maintain timely and accurate representation of agents, listings and office details online. Upload agent profiles and listings to and

  • Proofread/edit agent’s listings forms submission and ensure quality of copy
  • Review agents’ photo submissions and ensure quality of photographs
  • Ensure all listings are loaded and live on within 8-12 hours of listings form submission
  • Ensure all listings are LIVE on within 24 hours of listings form submission
  • Ensure that solds are added and expired listings removed in a timely fashion

National Marketing/Communications Support

Provide project management support to national marketing, communications and public relations initiatives as required.


  • A minimum of 1-2 years marketing/advertising coordination experience in a fast-paced, client-oriented environment
  • Marketing/administration experience in a real estate environment is strongly preferred
  • The ability to juggle multiple priorities calmly and professionally
  • Great communication skills, a passion for client service and the ability to communicate professionally and diplomatically, even in challenging situations
  • Solid writing, editing and proofreading skills in English
  • Basic proficiency in Photoshop, InDesign and/or Adobe Creative Suite 5 or 6
  • Intermediate skill level in MS Excel (including formulas and spreadsheet manipulation), MS Word and MS PowerPoint.
  • Completion of post-secondary secondary an asset.
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