Marketing and MLS Administrator

The Marketing and MLS Administrator provides administrative and marketing support for office and sales leadership across Ruhl & Ruhl Realtors’ Quad City locations. The position also serves as floating MLS coverage, helps ensure legal compliance, supports Ruhl tools and technologies, and coordinates key office and recruiting activities.

Role Overview

This is an onsite, Quad Cities, IA position supporting the office and sales manager(s) across Ruhl & Ruhl Realtors’ locations. The role includes administrative coverage for office teams, acting as a floating MLS admin to help cover time off, and moving into a full-time Marketing and MLS Administrator role within a specific Quad City office when an opening becomes available (Davenport, Bettendorf, Moline).

Responsibilities

• Complete administrative tasks for office and sales manager(s) across Quad City area offices.
• Ensure compliance with company risk management procedures and required forms.
• Support office managers by improving productivity and efficiency.
• Assist agents with Ruhl tools and technologies as an extension of the Marketing Department.
• Provide floating MLS administrative coverage when Quad City admins are out of the office.
• When a Marketing and MLS Administrator opening occurs in Davenport, Bettendorf, or Moline, move into that role full time.
• Assist manager(s) in ensuring associate compliance with forms and procedures.
• Verify that all forms are completed accurately and completely according to the legal compliance policy.
• Review contracts daily and notify manager(s) of outstanding or escalated issues.
• Support utilization of Ruhl Mortgage, Nelson Brothers Agency, and AHS Home Warranties, encouraging agents to use company tools and services.
• Help improve manager(s)’ processes related to increasing utilization of those services.
• When manager(s) are unavailable, route agent questions to the appropriate party and clarify relevant policies and procedures.
• Act as an “eyes and ears” for the office by alerting manager(s) and/or HR to potential agent or staff concerns.
• Maintain current knowledge of marketing tools (website, database, Toolkit CMA, DotLoop, and related resources) and support agents and staff as needed.
• Provide database support by helping agents download, add, or delete information; assist with websites and web fliers; and support other related needs.
• Encourage and support utilization of flow tools such as Facts&Trends, E-Newsletters, XpressDocs, and other reports.
• Serve as the point-of-contact for company fundraising events, leading personally or delegating to an agent/volunteer committee.
• Coordinate office lunches, parties, and get-togethers, including handling RSVPs, collecting money, and ordering food.
• Assist manager(s) with recruiting efforts by supporting time blocking, notes, commission worksheets, and onboarding.
• Support office orientations and give agents access to Ruhl tools, including offering assistance to build a complete database of at least 100 contacts.
• Support new and experienced agents through onboarding and orientation activities.
• Prepare sales meeting minutes and update PowerPoint slides with weekly numbers and other requested information.
• Maintain and monitor building issues, along with janitorial services, and coordinate with manager(s)/Manager of Staff Operations for approvals on services and repairs.
• Submit required paperwork (agent listing/pendings) to accounting and legal compliance departments and enter data in the MLS.
• Review agents’ paperwork for legal compliance and prepare the Market Analysis weekly.
• Order home warranties and enter open house information.
• Perform general administrative duties, including typing, data entry, copying, filing, handling mail and faxes, making calls, and sending emails.
• Support reception, MLS room, conference rooms, and kitchen with general housekeeping tasks.
• Troubleshoot copiers, fax machines, printers, and computers; submit IT work requests as needed; drop mail at the post office as required.
• Ensure office supplies are stocked and complete ordering; back up receptionists and assist other offices with processing files when needed.
• Other duties as assigned.

Reports To / Collaboration

• Reports to manager(s) at each Sales Office and Kaitlyn Robertson, Manager of Staff Operations.
• Works closely with agents, employees, and management staff.

Required Skills and Knowledge

• Knowledge of real estate laws and forms.
• Ability to maintain confidentiality and resolve problems in a timely manner.
• Ability to gather and analyze information, prioritize work, and use time efficiently.
• Ability to establish and maintain effective working relationships with employees, managers, agents, and the general public.
• Ability to maintain files accurately, multi-task, and adapt to changing priorities with patience and flexibility.
• Ability to manage stress in a fast-paced environment and communicate effectively orally and in writing.
• Confidentiality, dependability, team-oriented mentality, and a sense of humor are imperative.
• Strong working knowledge of Ruhl’s company tools.
• 2+ years of experience in an office environment.
• Advanced computer skills; experience working with Google Suite (or similar products) is necessary.
• Hard-working and successful in previous positions, with strong communication and mediation.
• Well organized with excellent time management.

Preferred Qualifications

• Knowledge of real estate laws, practices, forms, and procedures.
• Associate’s Degree (desirable, not required).
• Prior marketing experience.

Technologies

• MLS
• Website
• Database
• Toolkit CMA
• DotLoop
• Facts&Trends
• E-Newsletters
• XpressDocs
• PowerPoint
• Google Suite

Compensation

• Pay: From $16.00 per hour

Benefits

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

Working Conditions

• Climate controlled office.
• Moderate noise level.
• Most work is performed in a fast paced office with frequent interruptions and the need to work with a diverse group of people.
• Deadlines are frequently met under normal stress levels.
• Travel is expected because the position may work from different Quad Cities office locations.
• Flexibility is imperative; during slower months, additional tasks may be added to offset reductions in transactions.

Physical Demands

• Regularly sit, stand, walk, and move about the office.
• Occasionally climb stairs, balance, stoop, kneel, crouch, or crawl.
• Talk and hear in person and on the telephone.
• Use hands and fingers to manipulate objects and tools, and use the computer and telephone system for typing and reaching.
• Read reports and use the computer regularly.
• Occasionally lift and/or move up to 25 pounds.

Location and Setup

• Work location: In person
• Location: Quad Cities, IA (onsite)