Marketing and MLS Administrator

Job Summary

● The Admin performs administrative tasks for the office and the sales manager in the Clinton office.
● The Admin is responsible, together with the Office Manager(s), to ensure compliance with all company risk management procedures and forms.
● The Admin, together with the Office Manager(s), will act as a cheerleader for the company, and create a warm and welcoming environment for clients, and contribute towards the success of the agents.
● The Admin will assist the office managers to maximize their productivity, and maximize their efficiency.
● The Admin will be an extension of the Marketing Department, assisting agents with Ruhl’s tools and technologies.

Organizational Relationships

● Reports: Hannah Peart, Clinton Sales Manager and Katilyn Robertson, Manager of Staff Operations
● Other: Works closely with agents, employees, and management staff.

Essential Functions

● Risk Management– Assist Manager(s) in ensuring compliance is met by all associates regarding forms and procedures. Ensure all forms are completed accurately and completely, per the company’s legal compliance policy. They will handle the daily review of all contracts, and will inform the manager(s) of any outstanding or escalated issues.
● Company Support– Support utilization of Ruhl Mortgage, Nelson Brothers Agency, AHS Home Warranties, and encourage agents to value and utilize all company tools, services and activities. Assist Manager(s) in improving functions and/or processes related to increasing utilization of these services.
● Back-up support to Sales Manager(s)- When Manager(s) is out of the office or not available, be available to assist agents by directing their inquiries to the appropriate party. Assistance can include: clarifying and communicating company policies and procedures, and acting as “eyes and ears” for the office and alerting Manager(s) and/or HR to any potential problems or concerns regarding agents/staff.
● Company Tools- Keep up-to-date on marketing tools (website, database, Toolkit CMA, DotLoop etc.) and be prepared and willing to offer assistance to agents and staff. Possess the knowledge to help agents download/add/delete information for database, assist with websites, and web fliers, and other support, as needed. Encourage and assist with utilization of flow tools, such as Facts&Trends, E-Newsletters, XpressDocs,and other reports.
● Office/Social Events– Serves as the point-of-contact on company fundraising events, and takes the lead themselves, or will delegate to a committee of agents/volunteers. Coordinates office lunches, parties, get-togethers, etc. Will handle RSVP’s, collection of money, ordering food, etc.
● Recruiting: Assist Manager(s) with recruiting efforts
○ Keep recruiting top of mind when communicating with existing agents and pass along any positive interactions with agents to the manager. Support manager flow with new and experienced agent recruits
○ Assist with the onboarding process of new and experienced agents.
○ Give an office orientation when agents join the company.
○ Assist Manager(s) with their recruiting processes - time blocking, notes, commission worksheets etc.
● Customer Service– Create the expectation of great customer service from staff to agents. Promote a positive and respectful work environment. Provides excellent customer service to agents, clients, and the public.
● Sales Meetings– It is required that the office will have its own regularly scheduled sales meeting and home tour. The Admin will attend and assist when needed at these meetings. Prepares sales meeting minutes and updates PowerPoint slides with weekly numbers and other information, as requested by the manager(s).
● Facilities: Maintain and monitor building issues, along with janitorial services. Works with the office Manager(s)/Manager of Staff Operations to obtain approval on any needed services and/or repairs. Essential Functions
● Daily Tasks: On a daily/regular basis the Admin will be responsible for the following:
● Submits required paperwork from agent listing/pendings to the accounting and legal compliance departments and enters data in the MLS.
● Enters transaction information on TR form in Ruhl&Ruhl database, complete file within Dotloop.
● Reviews agents’ paperwork for legal compliance.
● Prepares Market Analysis weekly.
● Orders home warranties.
● Enters open house information.
● Host agent office orientation/tour and assist with ensuring they have access to all Ruhl tools, a complete database of at least 100 contacts and offer to sit down and assist as needed.
● Performs general administrative duties including: typing, data entry, copying, filing, handling incoming and outgoing mail and faxes, making calls, and sending emails.
● Performs general housekeeping tasks in reception area, MLS room, conference rooms, and kitchen.
● Troubleshoots for copiers, fax machines, printers, and computers. Submits work requests to IT as needed.
● Drop mail at the post office, as needed. ● Ensures all office supplies are stocked and completes ordering.
● Additional Tasks: Backs up the receptionists or assist other offices with processing files when needed
● Other Duties As Assigned Required Knowledge, Skills, and Abilities
● Knowledge of: real estate laws and forms.
● Skill/Ability to: maintain confidentiality; identify and resolve problems in a timely manner; gather and analyze information; prioritize and use time efficiently and effectively; establish and maintain effective working relationships with employees, managers, agents, and the general public; maintain files accurately; multi-task; be patient and flexible and adjust to changing priorities; manage stress in a fast-paced environment; communicate effectively, both orally and in writing. Confidentiality, dependability, team-oriented mentality, and a sense of humor are imperative.
● Strong working knowledge of Ruhl’s company tools. The Admin will be able to train and/or problem-solve for the agents, as needed.

Working Conditions

● Climate controlled office.
● Moderate noise level.
● Most of the work is performed in a fast paced office with frequent interruptions and the need to deal with a diverse group of people.
● Deadlines common and stress normal.
● Understanding that during the slower months, additional tasks may be added to offset the reduction in transactions. Physical Demands
● Sit, stand, walk and move about the office regularly.
● Occasionally climb stairs, balance, stoop, kneel, crouch, or crawl.
● Talk and hear both in person and on the telephone.
● Use hands and fingers to manipulate or maneuver objects, tools, or controls and reach with hands and arms to type, write, and use the computer and telephone system.
● Read reports and use the computer on a regular basis.
● Occasionally lift and/or move up to 25 pounds.

Minimum Qualifications

● Knowledge of real estate laws, practices, forms and procedures is preferred.
● 2 years of experience in an office environment, an Associate’s Degree is desirable, but not required.
● Advanced computer skills; previous experience working with Google Suite, or similar products is necessary. Prior marketing experience is a plus.
● Hard-working and successful in previous positions.
● Strong communicator and mediator.
● Well organized. Excellent time-manager.

Pay: From $17.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person