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Day of an Admin

The Day in the Life of a Managing Broker's Assistant

Overview

We understand that taking on a new position can be daunting even more when remote! To make you feel at ease we’ve included a general idea of what “normal” day looks like for us along with a list of tasks/responsibilities commonly associated with your title.
info
Reminder: Your role maybe include or not include certain tasks or responsibilities. Please work with your managing broker and make adjustments as needed.

Day of an Admin Topics
Topics
About
1
Day in the Life: Admin Schedule Overview
General overview of what to expect throughout your day
2
Regular Meetings
Our standard meetings
3
Tasks/Responsibilities Checklists
A general tasks/responsibilities checklists for admins
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Day of an Admin

You will mainly be onboarding, offboarding agents along with assisting them with any questions or additional requests. ​Example: Helping a newly licensed agent with getting signed up for a board/association.
The rest of the day is dictated by what needs to be done including but not limited to: auditing agent profiles, email distribution lists, managing zoom calls, meetings, and so on.
Admin Sample Schedule
Time
Period
Duties
1
​8:00 AM
Morning
Clock in via ADP
2
​8:00 AM
Morning
Open Slack and turn on your light and make sure you show as available
3
​8:00 AM
All Day
Check Dotloop to see if any incoming agents have signed their documents
4
​8:00 AM
Morning
Check Followup Boss for any new notifications
5
​8:00 AM
Morning
Check Email for any new emails
6
​8:30 AM
Morning
Check LPT Connect for any outstanding tickets
7
​10:30 AM
Morning
Take a break
8
​8:00 AM
All Day
Onboard or Offboard agents as requested throughout the day
9
​11:30 AM
Afternoon
Take your lunch break
10
​8:00 AM
All Day
Work on any projects that need to be completed
11
​2:30 PM
Afternoon
Take a break
12
​8:00 AM
All Day
Assist with any requests via Slack
13
​8:00 AM
All Day
Audit agent roster throughout the day
14
​5:00 PM
Afternoon
Clock out via ADP
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High Priority Note: Don’t burn yourself out trying to be a hero! Make sure to take your breaks and enjoy your lunch.

Our Standard Meetings

There will definitely be additional meetings that you will attend, but these are the regularly scheduled meetings.
Meetings
Meeting Name
Day
Time
Cycle
Meeting Link
Host
Notes
1
Motivational Monday
Monday
9:00 AM MST
Weekly
Robert Palmer
Open
2
Western Operations Meeting
Wednesday
10:00 AM MST
Bi-Weekly
Jen McDonald
Open
3
Admins Meeting
TBD
TBD
TBD
TBD
Open
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Tasks & Responsibilities

This is a general list of Tasks/Responsibilities. These are subject to workload and state needs.
Checklist
Task
Category
1
Follow Standard Operating Procedure Manuals
SOP
2
Build/Maintain State Procedures and Processes (State Admin SOP)
SOP
3
Welcome them and add them to all things state related
Staff Changes
4
Serve as an Administrator / Update Cover Photo / Manage Member Requests
Facebook
5
Post State Events and Reminders
Facebook
6
Manage files and pins
Facebook
7
Notes, Email Lists, Update/Correct Agent Information
Agent Roster
8
State Commission/DRE - assist with or complete (State Specific process)
Onboarding
9
Board / Association / Agent Confirmation/Acceptance State - assist with or complete (State Specific process)
Onboarding
10
Database offboarding - assist with or complete (collaboration w/Agent Integrations)
Offboarding
11
State Commission/DRE offboarding - assist with or complete
Offboarding
12
Board/Association Specific Instructions (if any) - add/remove
Offboarding
13
License Expiration Management - 30, 60, 90 day notice and Exit letters (state specific)
Auditing
14
Association / MLS - managing MLS/Association Past Due List (state specific)
Auditing
15
MLS vs File System Audits - Weekly, verify new listings entered (only as needed)
Auditing
16
Branch offices - Updated leases, signage, renewals, etc.
Auditing
17
Maintain State Training calendared events and separate invites
Events & Calendars
18
Maintain In Real Life (IRL) calendared events and separate invites
Events & Calendars
19
Agent Recognition: Monthly Production, Flawless Files, Top Agent, Anniversaries, Birthdays, Capping, etc.
Celebrations
20
Build Announcement/Graphic, Communicate/Publish information
Celebrations
21
Mail (directed by State Broker)
Mail
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Overview
Day of an Admin Topics
Day of an Admin
Admin Sample Schedule
Our Standard Meetings
Meetings
Tasks & Responsibilities
Checklist
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