Marketing and MLS Administrator

Responsibilities

• Assist managers in ensuring compliance is met by all associates regarding forms and procedures.
• Review contracts daily and escalate or inform managers of outstanding issues.
• Support the use of Ruhl Mortgage, Nelson Brothers Agency, and AHS Home Warranties; encourage agents to leverage all company tools and services.
• Help managers improve processes to increase utilization of these services.
• Provide back‑up support to the Sales Manager when unavailable; direct agent inquiries to the appropriate party.
• Clarify and communicate company policies and procedures; act as eyes and ears for the office and alert managers or HR to potential problems.
• Stay current on marketing tools (website, database, Toolkit CMA, DotLoop, etc.) and assist agents and staff as needed.
• Assist agents with downloading/adding/deleting information in the database; support websites and web fliers as needed.
• Encourage use of flow tools such as Facts&Trends, E‑Newsletters, XpressDocs, and related reports.
• Serve as the point of contact for company fundraising events, leading or delegating to committees of agents/volunteers.
• Coordinate office social events, including lunches, parties, and get‑togethers; manage RSVPs, funds, and food orders.
• Support recruiting efforts; keep recruiting top of mind when communicating with agents and share positive interactions with the manager.
• Assist with onboarding of new and experienced agents; conduct office orientations for newcomers.
• Support recruiting processes with time blocking, notes, and commission worksheets.
• Set expectations for excellent customer service from staff to agents; promote a positive and respectful work environment.
• Provide outstanding customer service to agents, clients, and the public.
• Attend and assist at sales meetings and home tours; prepare meeting minutes and update PowerPoint slides with weekly numbers as requested.
• Maintain building issues and janitorial services; collaborate with the office Manager and Manager of Staff Operations for approvals.
• Submit required paperwork from agent listings/pendings to accounting and legal compliance; enter data in the MLS.
• Enter transaction information on the TR form in the Ruhl & Ruhl database and complete files within Dotloop.
• Review agents’ paperwork for legal compliance; prepare weekly Market Analyses.
• Order home warranties and enter open house information.
• Host agent office orientations/tours; ensure access to tools and a database with at least 100 contacts; offer follow‑up assistance as needed.
• Perform general administrative duties including typing, data entry, filing, mail and faxes, calls, and emails.
• Conduct general housekeeping in reception, MLS room, conference rooms, and kitchen areas.
• Troubleshoot copiers, fax machines, printers, and computers; submit IT work requests as needed.
• Process mail runs to the post office when required.
• Maintain stocked office supplies and manage ordering as needed.
• Provide back up to reception or assist other offices with file processing when required.
• Apply knowledge of real estate laws and forms to daily tasks.
• Maintain confidentiality; identify and resolve problems promptly; gather and analyze information; prioritize tasks and manage time effectively.
• Foster strong working relationships with employees, managers, agents, and the public; maintain accurate files and multi‑task in a fast paced environment.
• Train or troubleshoot for agents on company tools as needed.

Requirements

• 2 years of experience in an office environment.
• Advanced computer skills with experience using Google Suite or similar products.
• Strong communication and mediation abilities.
• Well organized with excellent time management.

Technologies

• DotLoop
• Toolkit CMA
• Facts&Trends
• E‑Newsletters
• XpressDocs
• MLS
• Google Suite

Benefits

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

Organizational Relationships

• Reports to: Hannah Peart, Clinton Sales Manager; Katilyn Robertson, Manager of Staff Operations
• Collaborates closely with agents, employees, and management staff

Pay

From $17.00 per hour

Work Location

Onsite in Clinton, IA

Working Conditions

• Climate controlled office
• Moderate noise level
• Fast paced with frequent interruptions and diverse interactions
• Deadlines are common; workload varies with transaction volume
• During slower months, additional tasks may be assigned to offset reduced transactions

Physical Demands

• Sit, stand, walk, and move about the office regularly
• Occasional climbing stairs, balancing, stooping, kneeling, crouching, or crawling
• Talk and listen in person and by phone
• Use hands to operate equipment and type; reach with arms
• Read reports and use a computer regularly
• Occasionally lift and/or move up to 25 pounds