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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.
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
Day in the Life: Admin Schedule Overview
General overview of what to expect throughout your day
Regular Meetings
Our standard meetings
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
8:00 AM
Morning
Clock in via ADP
8:00 AM
Morning
Open Slack and turn on your light and make sure you show as available
8:00 AM
All Day
Check Dotloop to see if any incoming agents have signed their documents
8:00 AM
Morning
Check Followup Boss for any new notifications
8:00 AM
Morning
Check Email for any new emails
8:30 AM
Morning
Check LPT Connect for any outstanding tickets
10:30 AM
Morning
Take a break
8:00 AM
All Day
Onboard or Offboard agents as requested throughout the day
11:30 AM
Afternoon
Take your lunch break
8:00 AM
All Day
Work on any projects that need to be completed
2:30 PM
Afternoon
Take a break
8:00 AM
All Day
Assist with any requests via Slack
8:00 AM
All Day
Audit agent roster throughout the day
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.
Tasks & Responsibilities
This is a general list of Tasks/Responsibilities. These are subject to workload and state needs.
Checklist
Task
Category
Follow Standard Operating Procedure Manuals
SOP
Build/Maintain State Procedures and Processes (State Admin SOP)
SOP
Welcome them and add them to all things state related
Staff Changes
Serve as an Administrator / Update Cover Photo / Manage Member Requests
Facebook
Post State Events and Reminders
Facebook
Manage files and pins
Facebook
Notes, Email Lists, Update/Correct Agent Information
Agent Roster
State Commission/DRE - assist with or complete (State Specific process)
Onboarding
Board / Association / Agent Confirmation/Acceptance State - assist with or complete (State Specific process)
Onboarding
Database offboarding - assist with or complete (collaboration w/Agent Integrations)
Offboarding
State Commission/DRE offboarding - assist with or complete
Offboarding
Board/Association Specific Instructions (if any) - add/remove
Offboarding
License Expiration Management - 30, 60, 90 day notice and Exit letters (state specific)
Auditing
Association / MLS - managing MLS/Association Past Due List (state specific)
Auditing
MLS vs File System Audits - Weekly, verify new listings entered (only as needed)
Auditing
Branch offices - Updated leases, signage, renewals, etc.
Auditing
Maintain State Training calendared events and separate invites
Events & Calendars
Maintain In Real Life (IRL) calendared events and separate invites
Events & Calendars
Agent Recognition: Monthly Production, Flawless Files, Top Agent, Anniversaries, Birthdays, Capping, etc.
Celebrations
Build Announcement/Graphic, Communicate/Publish information
Celebrations
Mail (directed by State Broker)
Mail
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