Position Overview:
We are seeking an organized and detail-oriented On-boarding and Agent Services Specialist to join our team. In this role, you will be responsible for guiding new agents through the onboarding process to our brokerage, ensuring all necessary documentation is completed accurately and efficiently. You will also provide ongoing support to agents by facilitating access to resources and training materials. The onboarding specialist must be willing to travel inter-island as needed for the position.
Key Responsibilities:
The Onboarding and Agent Services Specialist is the first point of contact for agents when they are joining our firm, and building relationships with the agents will be a critical role and determinant of this position’s success. The ideal candidate is an extremely detail-orientated person who thrives in a fast-paced business environment, is self-driven to meet deadlines, coordinates and communicates with our leadership team, and has a supportive and approachable communication style.
The Onboarding Specialist must be punctual, able to troubleshoot and problem solve on their own accord, be flexible and responsive, can prioritize and multi-task, must have superior verbal and written communication skills, and must be able to look ahead proactively turning moments of ‘down time’ into productive time.
The onboarding specialist may be responsible for, but not limited to, the following.
Onboarding Process:
Receive the fully executed change form from the signing broker.
Collect agent information including name, email contact, split %, and CBIP agent referral details (if applicable).
Forward the signed DCCA change form to appropriate departments for change of brokerage.
Email new agent onboarding packet via DocuSign and manage the process until completion.
Coordinate signatures from associated broker and principal broker.
Follow up on missing documentation
Assist in crafting agent bio and ensure approval from designated BIC before uploading to BAY.
Agent Support:
Coordinate the on-boarding and processing of sales associates upon affiliation with the company as well as provide support, service, and direction on all retention systems for the sales associates.
Work with the agent onboarding team as needed to support the overall agent onboarding process.
The onboarding specialist will also provide instruction and support on office systems, order business cards, name badges, and other miscellaneous tasks, including the setup of zip-forms, BAY, CBDesk, digital ink, and other company programs.
Support agents with any technology, process, or operationally related questions.
Support other departments as it relates to training and supporting our agents.
Answer questions from agents via phone, chat, and email.
Assist with joining the agents' local MLS if we have not done so already.
Contact new onboarding agents a minimum of 4 times throughout the first month of affiliation.
Ensure all new agents are signed up for and attend all new agent training.
Ensure all new agents have full access to all systems offered upon joining the company.
Track DCCA change orders to confirm agents are transferred properly at the State and Local level
Confirm with the agent whether a company email is required and coordinate with IT to have email set up
Implement a system to make sure the applicable departments are notified of the new agent.
Conduct “open lab” sessions multiple times per month at different locations for agents to drop by and learn any of the company’s systems.
Send required documents for signature and audit received documents through on-boarding process.
Coordinate welcome notice to the realtor community and company upon completion of onboarding packet, DCCA changes, and approval of bio and headshot.
Create a tracking system and track new agent’s status of DCCA Change Forms, Business Card Orders, Name Tags, Company Email, New Agent Sign on Paperwork
Documentation Management:
Ensure completion of necessary documents including DCCA Change Form, MLS subscriptions, Board Memberships, and Business Card orders.
Facilitate signing of MLS subscription and listing transfers by Principal Broker.
Training and Resource Allocation:
Coordinate training sessions for new agents on a variety of topics including CRM setup, transaction workflows, ZipForms, marketing fundamentals, agent website, and Introduction to Transaction Coordinator (TC).
Qualifications:
Bachelor's degree preferred.
Previous experience in real estate administration or onboarding is preferred.
Strong organizational skills with meticulous attention to detail.
Excellent communication and interpersonal skills.
Ability to prioritize tasks and work efficiently in a fast-paced environment.
Proficiency in Microsoft Office Suite and DocuSign.
Familiarity with MLS systems and real estate industry practices is a plus.