MLS and Branch Compliance Administrator

LPT Realty

About The Position

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.

Requirements

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.

Nice To Haves

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.

Responsibilities

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.
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.
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.
Coordinate broker office 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 office 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 office information remains current within applicable MLS organizations.
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.
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.