MLS and Branch Compliance Administrator

Position Summary

The MLS and Branch Compliance Administrator is responsible for managing REALTOR® association and MLS memberships, bill-back payment administration, IDX services, broker office setup, and operational support for brokerage expansion across multiple states. This position works closely with accounting, brokers, MLS organizations, REALTOR® associations, vendors, and internal departments to ensure accurate billing, membership compliance, operational efficiency, and exceptional broker support.

The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities while maintaining a high level of accuracy and customer service.

Essential Duties & Responsibilities

Payment & Accounting Administration

• Manage REALTOR® association and MLS dues for brokers across 16 states, including monthly, quarterly, semi-annual, and annual billing cycles.
• Review REALTOR® association and MLS invoices to determine agent additions and removals and update state credit card authorization records.
• Prepare and distribute payment authorization forms and communicate billing requirements to agents.
• Follow up with agents who have not submitted signed authorization forms or payment information through company systems.
• Track all MLS and association payments, including invoice numbers, transaction dates, payment amounts, payment methods, and supporting documentation.
• Maintain organized payment records and upload receipts for monthly credit card reconciliation.
• Partner with Accounting teams to establish recurring MLS bill-back charges for agents where applicable.
• Review invoices for separated agents and coordinate with Accounting teams to prevent unnecessary billing.
• Contact agents regarding transfer fees, MLS violations, past-due balances, NSF transactions, and disputed or fraudulent charges.
• Communicate with brokers regarding agents who fail to respond to payment requests to ensure billing transparency.
• Submit internal support requests to suspend agents who fail to provide required payment authorization or billing information.REALTOR® Association & MLS Membership Administration
• Process REALTOR® association and MLS membership applications for brokers entering new markets.
• Coordinate membership setup to ensure brokers and agents receive timely MLS access.
• Track MLS and REALTOR® association login credentials and maintain accurate membership records.
• Communicate mandatory requirements, including orientations, onboarding sessions, and compliance deadlines, to prevent membership or office suspensions.
• Process and track all initial membership fees and related expenses.
• Prepare and submit MLS waiver requests, including gathering supporting documentation such as licenses, letters of good standing, MLS verification, sponsorship documentation, and payment confirmations.
• Manage waiver submissions ranging from individual agents to large-scale requests involving more than 1,000 agents.

IDX Administration

• Execute MLS IDX agreements to authorize agent websites through Lofty and other approved IDX vendors.
• Initiate IDX feed requests following activation of new MLS memberships.
• Troubleshoot IDX agreement issues requiring broker approval.
• Coordinate with MLS organizations and vendors to resolve IDX setup issues.
• Monitor IDX requests throughout the approval process and ensure all required documentation has been completed.
• Coordinate broker transitions with MLS organizations to ensure IDX requests are routed to the correct broker for approval.

Broker Office & Market Expansion

• Coordinate broker o ice setup and broker transitions for new markets and existing offices.
• Submit membership applications and establish MLS access for incoming brokers.
• Pay required REALTOR® association and MLS membership fees for newly appointed brokers.
• Maintain broker login credentials and o ice records across internal tracking systems.
• Partner with cross-functional teams to ensure agents, office information, and active listings are transferred accurately during broker transitions.
• Verify all o ice information remains current within applicable MLS organizations. Process Documentation & Operational Excellence
• Develop, document, and maintain Standard Operating Procedures (SOPs) for MLS, membership, billing, and operational processes.
• Review and update existing SOPs to ensure operational consistency and process improvements.
• Collaborate with cross-functional departments to document workflows involving multiple teams.
• Identify opportunities to streamline processes, improve operational efficiency, and enhance the broker experience.

Customer Service & Cross-Functional Collaboration

• Serve as the primary point of contact for brokers, agents, REALTOR® associations, MLS organizations, vendors, Accounting, and Operations regarding memberships, billing, IDX, and office administration.
• Respond to inquiries promptly while providing professional and accurate guidance.
• Build and maintain strong working relationships with internal and external stakeholders.
• Support departmental initiatives and special projects as assigned.

Qualifications

• Associate degree or equivalent work experience preferred.
• Two or more years of experience in real estate operations, MLS administration, brokerage support, accounting support, or association management preferred.
• Experience with MLS systems, REALTOR® associations, IDX services, and brokerage operations preferred.
• Experience processing invoices, payment reconciliation, or billing administration.
• Strong organizational, analytical, and time-management skills.
• Exceptional attention to detail with a high degree of accuracy.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficiency with Microsoft Office, including Excel, OneDrive, and shared tracking systems.
• Ability to quickly learn proprietary software and internal operational systems.