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

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  Manage REALTOR® association and MLS dues for brokers across 16 states, including monthly, quarterly, semi-annual, and annual billing cycles.

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  Review REALTOR® association and MLS invoices to determine agent additions and

removals and update state credit card authorization records.

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  Prepare and distribute payment authorization forms and communicate billing

requirements to agents.

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  Follow up with agents who have not submitted signed authorization forms or

payment information through company systems.

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  Track all MLS and association payments, including invoice numbers, transaction

dates, payment amounts, payment methods, and supporting documentation.

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  Maintain organized payment records and upload receipts for monthly credit card

reconciliation.

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  Partner with Accounting teams to establish recurring MLS bill-back charges for

agents where applicable.

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  Review invoices for separated agents and coordinate with Accounting teams to

prevent unnecessary billing.

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  Contact agents regarding transfer fees, MLS violations, past-due balances, NSF

transactions, and disputed or fraudulent charges.

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  Communicate with brokers regarding agents who fail to respond to payment

requests to ensure billing transparency.

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  Submit internal support requests to suspend agents who fail to provide required

payment authorization or billing information.REALTOR® Association & MLS Membership Administration

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  Process REALTOR® association and MLS membership applications for brokers

entering new markets.

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  Coordinate membership setup to ensure brokers and agents receive timely MLS

access.

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  Track MLS and REALTOR® association login credentials and maintain accurate

membership records.

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  Communicate mandatory requirements, including orientations, onboarding

sessions, and compliance deadlines, to prevent membership or office suspensions.

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  Process and track all initial membership fees and related expenses.
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  Prepare and submit MLS waiver requests, including gathering supporting

documentation such as licenses, letters of good standing, MLS verification,

sponsorship documentation, and payment confirmations.

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  Manage waiver submissions ranging from individual agents to large-scale requests

involving more than 1,000 agents.

IDX Administration

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  Execute MLS IDX agreements to authorize agent websites through Lofty and other

approved IDX vendors.

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  Initiate IDX feed requests following activation of new MLS memberships.
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  Troubleshoot IDX agreement issues requiring broker approval.
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  Coordinate with MLS organizations and vendors to resolve IDX setup issues.
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  Monitor IDX requests throughout the approval process and ensure all required

documentation has been completed.

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  Coordinate broker transitions with MLS organizations to ensure IDX requests are

routed to the correct broker for approval.

Broker Office & Market Expansion

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  Coordinate broker o ice setup and broker transitions for new markets and existing

offices.

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  Submit membership applications and establish MLS access for incoming brokers.
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  Pay required REALTOR® association and MLS membership fees for newly appointed

brokers.

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  Maintain broker login credentials and o ice records across internal tracking

systems.

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  Partner with cross-functional teams to ensure agents, office information, and active

listings are transferred accurately during broker transitions.

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  Verify all o ice information remains current within applicable MLS organizations.Process Documentation & Operational Excellence
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  Develop, document, and maintain Standard Operating Procedures (SOPs) for MLS,

membership, billing, and operational processes.

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  Review and update existing SOPs to ensure operational consistency and process

improvements.

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  Collaborate with cross-functional departments to document workflows involving

multiple teams.

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  Identify opportunities to streamline processes, improve operational efficiency, and

enhance the broker experience.

Customer Service & Cross-Functional Collaboration

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  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.

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  Respond to inquiries promptly while providing professional and accurate guidance.
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  Build and maintain strong working relationships with internal and external

stakeholders.

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  Support departmental initiatives and special projects as assigned.

Qualifications

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  Associate degree or equivalent work experience preferred.
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  Two or more years of experience in real estate operations, MLS administration,

brokerage support, accounting support, or association management preferred.

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  Experience with MLS systems, REALTOR® associations, IDX services, and brokerage operations preferred.

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  Experience processing invoices, payment reconciliation, or billing administration.
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  Strong organizational, analytical, and time-management skills.
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  Exceptional attention to detail with a high degree of accuracy.
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  Excellent written and verbal communication skills.
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  Ability to manage multiple priorities in a fast-paced environment.
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  Proficiency with Microsoft Office, including Excel, OneDrive, and shared tracking

systems.

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  Ability to quickly learn proprietary software and internal operational systems.