Administration Associate

Broker Care
Position Summary
Broker Care is the primary administrative assistant, supporting the Office Manager and Branch Manager, serving brokers and occasionally assisting other office staff. Tasks include, but are not limited to, providing concierge-level customer service to clients and brokers, assisting brokers with new listings, documents and marketing materials. Broker Care is required to attend office meetings/classes/training and assist brokers with available programs and platforms. Broker Care reports directly to the Broker Care Office Manager
Role & Responsibilities
Office Support
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Assists the Office and Branch Manager with office related projects detailed in monthly Sales meetings
● Assists with office events, parties, and meetings by coordinating with Office Manager or Event Planner. Assist with set up, technical set up, and take down/clean up
● Performs opening and closing procedures upon entry and exit - turn lights on/off, turn TVs on/off, unlock/lock doors, fill flyer boxes, and ensure all drink and snack stations are stocked and ready for the day.
● Answers incoming calls, greets brokers and guests and provides excellent customer service, acknowledging and assisting brokers and guests
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Updates and maintains in-house marketing materials - A-board flyers, window flyers,
Magazines, etc.
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Maintains office cleanliness and order inside and out by ensuring entryways, office, kitchen, and restrooms are presentable and clean at all times and supplies are stocked
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Maintains office equipment, copier, computers, video screens, conference room equipment, lights, alarms, iPad by ensuring in always working order.
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This job may include assisting other divisions as time allows, such as HR, Company Event Planning, Marketing.
Broker Support
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Provide white-glove customer service to all office visitors
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Maintains excellent and personable Broker relations and customer service to Brokers through consistent, pertinent communication verbally, email or phone call.
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Manage Broker listings requests by inputting listings in NWMLS and RSIR Connect or by monitoring Active NWMLS listing email folders and input active listings in RSIR Connect. Cross check details against Listing Input Forms (LIP) provided by broker
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Order sign installations or removals by Broker request by contacting appropriate signage company
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Ensures that all Listing changes and issues are recognized and have final approval by the Broker
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Uploads high-resolution listing photos and details of listings, features, and remarks.
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Perform initial Listing Document Review in RSIR Connect and send to Branch Manager for Final Review
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Manages Broker Care Listing tasks in RSIR Connect by checking the task section for branch office daily to monitor new requests from Brokers or new Quality Control Tasks.
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Executes a variety of marketing requests from Brokers (brochures/flyers/talkers/window displays/etc.) by request prioritizing and time sensitivity
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Performs a Quality Control search and reviews listings on syndication sites and troubleshoot, when necessary, by contacting the appropriate support resources, checks off in Quality Control Tasks
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Instructs Brokers on the functionality of RSIR Connect and NWMLS by answering any questions in person, through email or by phone when necessary
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Assist and/or train Brokers on the various marketing platforms available to them - Activepipe, Amp, DesignVault, Xpressdocs..MPresents, etc via zoom, email or phone
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Guide and assist Brokers with printer functionality and any issues
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Prepare, print, and bind Broker approved materials - feature sheets, CMAs, listing presentations
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Provides staff support and back up to other branch Broker Care Staff as needed.
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Email Brokers reminders about upcoming expiring listings, leadrouter updates, etc.
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Oversee the leadrouter program to ensure broker leads are regularly updated
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Cross-check listing expiration dates across the platform to ensure they match
Your commitment
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This position is permanent, full-time and operates within business hours at the branch location. Flexibility in answering questions after hours and on weekends required. Occasional travel to other offices for Meetings or Events.
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On-the-Job Training:
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Email System
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RSIR Connect
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NWMLS
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Office equipment
Measurements of Success
1.
Communicates well with brokers in a timely fashion and receives 4-to-5-star rating based upon broker feedback.
2.
All document lists reviewed and processed at 100% prior to the weekend
3.
Manages and submits all new listings into RSIR Connect with corresponding documents on the day they launch in the NWMLS, measured by daily reports and 100% accuracy.
4.
Prioritize all incoming emails requests, projects, and missing listing information each day, measured by RSIR Connect reports, MLS and Outlook
You bring to the role
Preferred Experience:
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Excellent customer service
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Computer savvy
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Experience working in a team
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Excellent written and verbal communication skills
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Experience in planning and following through with tasks.
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Must have high attention to detail and strong ability to multitask in challenging work environment
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Strong problem-solving skills
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Advanced knowledge of office management responsibilities, systems and procedures
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Must have strong initiative and be able to work independently with minimal supervision.
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Flexibility in job role
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Eagerness and willingness to learn new tasks outside of your role.
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Exceptional organizational skills
Required Experience:
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High School Diploma or equivalent is required
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Previous Administrative Experience
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Bachelor’s degree or college coursework preferred
Tools:
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Microsoft Suite Programs: Publisher, Word, Excel, Office 365
What we offer
As an equal opportunity employer, we offer competitive compensation, health benefits (medical, dental, vision), and professional growth opportunities aimed at helping to improve our employees' lives and careers. This salary-based position is Monday through Friday, 8:30 AM to 5 PM and at the respective branch location.
RSIR strives to celebrate the diversity, ingenuity, and individuality of its people. This information is to be used only in conjunction with the duties and responsibilities of the company and role described.