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Listing Sites Specialist

Job Overview

The Listing Sites Specialist has primary responsibility for building and maintaining relationships between the company and its online listing partners. This begins with ensuring that high-quality data is flowing appropriately to the listing sites, and that it appears accurately. The Listing Sites Specialist also monitors and facilitates lead processing and attribution, and performs quality control on commission payments and listing fees. An important internal resource, the Listing Sites Specialist coordinates with various departments to ensure that leads are documented and worked, invoices are prepared, and commission payments are made. This role may also include technical involvement in automation, syndication, API integration, and other aspects of data transfer.

Organizational Impact

Marketing through online listing sites exposes our inventory to a much larger group of viewers than we could ever reach directly, so is a critical success factor for the company. An effective Listing Sites Specialist multiplies the positive results of this important approach. Having accurate and complete data, tracking leads and opportunities, and processing payments quickly keeps the entire ecosystem running smoothly. Because this activity involves many internal and external participants, consolidating communications and responsibility via a Listing Sites Specialist improves the experience not only for the partners, but also for the multiple internal departments involved in the fulfillment process. With centralized process knowledge and oversight, the Listing Site Specialist relieves delays and confusion, and allows all parties to focus on finding and closing new business and growing the company.

Key Systems

The Listing Sites Specialist works closely with the company’s inventory, asset, or space management system as a source of basic data. The company’s syndication engine is core to this role as it pushes the basic data to multiple online listing sites. Access to the CRM system allows for effective tracking of leads and opportunities that enter the system, as well as for identifying conflicts and duplication of information. Access to the accounting system is required to track the status of payments for service and commission invoices, as is access to any contract management or procurement system. If the organization has a data lake or data warehouse, or uses automation to syndicate listing data, access to those systems is also important. Finally, the Listing Sites Specialist requires access to relevant accounts on the actual listing site platforms.

Inputs

The most common inputs relate to leads and opportunities originating from listing partners, whether they come directly to the Online Listing Specialist or feed directly into the CRM or Sales Teams. Invoices and payment requests from listing partners are also regular inputs. The Online Listing Specialist also receives questions from internal and external stakeholders, via email or assigned tasks, including ad-hoc requests for detailed information on inventory or analyses of data. Automated systems may generate error alerts, or reminders for regularly scheduled tasks and audits. The sales and marketing systems provide inputs on the status of leads and the signed contracts and contract details. If the company has a unified task management system, inputs arrive there in the form of specific tasks.

Outputs

The primary output of the Listing Sites Specialist is data about our inventory, properly formatted and sent to online listing partners according to schedule. Notifications and alerts of data issues are provided to internal or external participants depending on the source of the data issue. Outputs related to trafficking leads take the form of assignments of and added information to specific leads. Approvals of, questions about, and general management of commission requests or lead registrations are outputted by the Listing Site Specialist. Responses to ad-hoc questions, tasks, and data requests are frequent. The Listing Site Specialist may also provide recommendations for new listing sites, and for improving the process or connecting technically with these sites. Finally, scheduled reporting and ad-hoc insight circulation are important outputs.

Activities

  • Audit Listing Sites for suite accuracy, rates and pictures
  • Oversee the upload of all properties, suites, rates and pictures
  • Ensure that all listing partner leads are correctly identified and tracked
  • Track progression of all leads and monitor progress of leads through sales stages
  • Agree and confirm contracts signed and terms of contracts
  • Review Commission Requests
  • Communicate Commission payment timeline with partner
  • Validate Commission Request Completion
  • Document all listing partner’s existing data inputs
  • Drive the development of data transfer solutions with each listing partner
  • Review Partner Agreement and Contracts
  • Review Aging of Commission Requests
  • Respond to Ad-Hoc Requests for Analytics
  • Perform Regular KPI Reporting
  • Intervene for Bottlenecks and Opportunities
  • Manage Partner Feedback / Partner Satisfaction Process
  • Review Trends & Generate Insights
  • Data Quality Monitoring
  • Engage in technical issues relating to data transfer as a project manager or stakeholder

Recommended Items

  • Listing Syndicator System
  • Access to all Management software and Finance Systems
  • Standard Email Addresses and Web Forms for Submittal
  • Reporting and Analytics Tool
  • Articulated KPIs for Time to Respond and Time to Resolve
  • Access to Customer Agreements
  • Active Partner List
  • Approved / Pre-negotiated Commission Rates

Content Examples

  • Property - Level Listing Data
  • Unit-Level Listing Data
  • Photos of Properties & Units
  • Sales / Leasing Assignments per Property
  • Leasing Reports
  • Marketing Lead Reports

Sample Event-Driven Tasks

  • Process or assign incoming lead originating through a listing site
  • Validate incoming lead originating through a listing site
  • Lead the mapping and onboarding of new listing site partners
  • Participate in the onboarding of new properties and inventory data
  • Process and validate incoming commission and listing invoices
  • Respond to ad-hoc requests and alerts
  • Field questions from internal and external participants
  • Respond to Ad-Hoc Requests for Analytics
  • Intervene for bottlenecks and opportunities
  • Address issues relating to data transfer with listing partners
  • Initiate or respond to technical problems relating to data transfer

Sample Scheduled Tasks

  • Push or validate the push of data per schedule to online listing sites
  • Audit of all Listing Partners for suite accuracy, rates and pictures
  • Perform Regular KPI Reporting
  • Reach out to listing sites for routine check-ins
  • Review Aging of Commission Requests

Sample Infill Tasks

  • Identify New Listing Sites
  • Trend Spotting & Insight Analysis across all Partners
  • Data Audit – Internal Data (how inventory appears on internal systems)
  • Data Audit – External Data (how inventory appears on listing sites)
  • Ensure that all listing partner leads are correctly identified and tracked
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