Director of MLS Services

Reports To: Chief Executive Officer *MLS System Management* * Ensure the successful implementation and operation of the MLS system and related third party products that meet the ongoing needs of our MLS users.
* Update CEO, MMG, NCA, and other staff as directed by CEO of any issues related to the operation of the MLS system.
* Manage quality assurance testing to ensure the performance criteria is met for all MLS system implementations and upgrades.
-Create and manage the testing environment, testing criteria, training, timelines, testing and reporting methodology for staff & volunteers.
-Analyze testing data and make recommendations on product release to CEO and MMG Committee * Work with CEO and COO to establish MLS-related expenses and revenues for each fiscal year.
* Work with the CEO, staff as designated by CEO, and MLS Committee to create the annual Action Plan and ensure its implementation.
* Work with the CEO, staff as designated by CEO, and CCAR Committees to create and manage the Strategic Plan and ensure its implementation.
* Ensure continual enhancements to MLS policies to stay in full compliance with the NAR and C.
A.
R.
MLS Policy Committees, MLS/IDX Rules and RESO Data Dictionary requirements.
* Ensure all files and data related to the MLS Director’s job responsibilities are backed up on the CCAR server and updated regularly.
Report to the CEO on all data back up efforts.
* Assist members and staff with MLS and technology related issues.
* Travel and attend industry related meetings, seminars, events as designated and approved by CEO.
*Vendor Liaison* * Maintain a positive, professional, collaborative relationship between Contra Costa and all vendors.
* Identify and research new and innovative MLS related technologies and products that enhance MLS Users’ ability to do business.
* Manage quality assurance testing to ensure that the performance criteria are met for all vendor implementations and upgrades.
-Create and manage the testing environment, testing criteria, training, timelines, testing and reporting methodology for staff & volunteers.
-Analyze testing data and make recommendations on product release to CEO and MMG Committee.
* Review and negotiate preliminary terms for third party products in conjunction with final approval by CEO and coordinate with legal counsel to ensure the associations and members’ data, rights, copyrights are protected.
* Ensure the successful implementation and operation of all MLS third party products that meets the ongoing needs of our MLS users.
* Coordinate with MLS vendors and their consultants to process the MLS Data Feed Agreements including but not limited to: -Setting up the data feeds -Verifying compliance with the rules and regulations -Ensuring the billing for the data feeds with the accounting department.
* In conjunction with MLS staff and Marketing Department, design/implement the communications to MLS Users on system changes and new product releases/upgrades.
* Oversee third party licenses and third-party vendor contracts.
* Act proactively on behalf of CCAR when problems arise with third party vendors.
* Work with legal counsel of Employer and CEO, and staff as designated by CEO to ensure the license agreements and copyright protections for the MLS are current and enforced.
* Maintain a database for license agreements that includes NORCAL MLS ALLAINCE data as joint and several parties, accessible for CCAR staff, to include: -Vendor and consultant contact information -Contract -Termination dates and termination terms -Key dates -Breach of Contract terms -History of performance problems * Notify CEO, staff as designated by CEO, and MMG at least 100 days prior to the contract termination for a determination on whether to continue the vendor contract or 180 days prior to the ICE and co-terminus contract terminations.
* Oversee contractual obligations of vendors and the Association, identify problems that have been encountered, create and update CEO of any problems, solutions and resolutions, and make the database available CCAR staff as part of the Contracts Database.
* Create and maintain a protocol for all aspects of reviewing, implementing, and managing third party contracts, and train staff as designated by CEO on the Vendor Contract Protocol.
* Work with CCAR staff to evaluate all existing third-party vendors, annually, and report recommendations back to CEO and the MMG and/or the MLS Committee as appropriate.
*Training * * Ensure MLS staff are fully trained on all MLS system changes and new third party products, under supervision of CEO.
* Work with CEO to coordinate and effectively promote training to encourage members to get the most out of their MLS Subscription.
*Communications * * In conjunction with CEO and the Marketing Department, initiate, design/implement consistent communications to MLS Users on system changes and new product releases/upgrades to continually increase adoption, usage and satisfaction of company technology offerings.
* In coordination with the CEO and Marketing Department, review, update and ensure the accuracy of the MLS and Compliance information on the association website.
* Coordinate communications campaigns with MLS partners as appropriate.
* Ensure CEO is fully advised and informed of all relevant MLS and industry related issues as they develop *Committee and Industry Group Liaison* * NORCAL MLS ALLIANCE (NCA) * Attend and/or Chair Staff sub-committee meetings and report to CEO as needed.
o Establish and maintain a positive, professional, collaborative relationship between Contra Costa and the NCA.
o Develop and execute projects as assigned by NCA CEOs.
* MMG * Prepare the agenda in cooperation with MMG leadership and CEOs * Send notices and record the minutes for MMG meetings.
* Ensure MMG Roster is accurate.
* Coordinate all MMG presentations.
* Train CEO designated staff on the MMG committee management and ensure all MMG documents are updated on the CCAR server.
o Establish and maintain a positive, professional, collaborative relationship between Contra Costa and all MLSs and industry organizations.
MLS & Technology Committee * Oversee/Prepare the agenda in cooperation with MLS & Technology Committee Chairs and CEO * Oversee/Send the notices and record the minutes for MLS & Technology Committee meetings.
* Ensure MLS & Technology Committee Roster is accurate.
* Coordinate all MLS & Technology Committee presentations.
Train CEO designated staff on the MLS & Technology Committee management and ensure all committee documents are updated on the CCAR server.
*Project Coordinator:* * Develop and execute projects as assigned by CEO.
* Responsible for the coordination and completion of projects across all CCAR departments.
Sets deadlines, assigns responsibilities, and monitors and summarizes progress of projects and manages reports on key deliverables by individuals, with the goal of ensuring project timelines, priorities, and commitments are fulfilled on a timely basis.
* Develops full-scale project plans and associated communication documents.
Help to clearly define project scope, goals and deliverables that support business goals in collaboration with management and CCAR Strategic Plan objectives.
* Estimate the resources and participants needed to achieve project goals and implement plans accordingly.
* Plan and schedule project timelines and milestones using appropriate tools, and report on any significant changes in timing or deliverables.
Set and continually manage project expectations with team members.
* Develop and deliver progress reports, proposals, requirements documentation, and presentations to key project participants and CCAR Directors, as appropriate.
* Proactively manage changes in project scope, identify potential crises, and devise contingency plans.
Manage deliverables for all participants.
* Define project success criteria and disseminate to appropriate parties throughout each project life cycle.
* Prepare monthly reports for senior management regarding status of projects and prioritization.
* Assist the Member Services team by supporting the call center queue, ensuring the team meets its” World Class Member Service” standards weekly & monthly, and participate in quality control and review measurements that may be used by Member Services, such as reviewing recorded calls each month.
* Enhance and deliver a monthly Technical Center report covering usage of all CCAR products and services.
*MLS Compliance:* * Completion and oversight of all aspects of MLS Compliance and administration.
* Manage the Compliance Database by ensuring staff is reviewing all new listings for violations, review compliance email inbox for complaints, research and respond within one business day.
* Maintain and update the hard copy and web presence of the CCAR MLS Rules & Regulations.
Provide feedback and reports to CEO, MLS/BDT and MMG committees for possible MLS Rules & Regulations amendments.
* Assist the MMG committee with oversight and creation of MLS Rules and Regulations.
* Research of MLS & IDX violations and contact with agents regarding violations and citations.
* Maintain relationships with surrounding area MLSs regarding Reciprocal Listings processes, paperwork, MLS Rules enforcement and MLS Access.
* Provide listing input and maintenance services for CCAR and Reciprocal agents.
* Manage Reciprocal paperwork for incoming and outgoing requests, tracking all interaction in the MLS Compliance Database.
* Provide usage feedback and enhancement ideas to Development regarding the MLS Compliance Database and Data Checker systems.
* Retain relationships with reciprocating MLSs to ensure CCARToday.
com remains up to date with Reciprocal paperwork, costs, etc.
* Collect Listing Waiver forms (zipForms form SEL), log in Compliance Database, and update the logs (when the listings are input into the MLS).
* Contact agents regarding possible violations; impose timeframes for correction, and follow-up, as necessary.
* Track all invoices and fine payments in the Rapattoni system.
* Process agent suspensions and terminations for overdue citations.
* Responsible for forecasting citation amounts and collections of Citation revenues in connection with CCAR’s budgeting process.
* Oversee and manage the IDX Rule & Regulation violations and citations.
* Budget management for the MLS Compliance, System Administrator and Laptop Repair departments.
* Provide MLS and Real Estate training on MLS Compliance, Real Estate Software and mobile technology.
* Conduct and coordinate MLS Compliance and other related outreach to Member Offices, marketing meetings, and CCAR events as requested, coordinating these visits with the Director of Member Relations.
*Other duties as may be assigned.
* *KNOWLEDGE & SKILLS REQUIRED:* * Ability to convey a positive/professional image.
* Ability to handle several projects at once, in flexible, organized manner with attention to detail.
* Ability to identify and implement solutions to problems encountered in job responsibilities.
* Ability to work effectively and collaboratively with members/employees/peers.
* Ability to manage remote working employees.
* Organization/accuracy of detail work.
* Excellent communication skills - written and verbal.
* Knowledgeable in MLS/Association operations.
* Knowledgeable in MLS and industry trends.
Computers to include: Windows, Microsoft Word, Excel, PowerPoint and Access.
*POSITION REQUIREMENTS:* *Education: *High School Graduate, preference given to B.
S.
or higher degree in Business Administration, CAE, RCE, or other related certifications.
*Experience: *5+ years’ experience in MLS or related industry project management; 5+ years in quality assurance testing, 5+ years’ experience in REALTOR® Association management, office management and/or customer service management, proficient in NAR and C.
A.
R.
MLS Rules and RESO certification requirements.
Job Type: Full-time Pay: $110,000.
00 - $150,000.
00 per year Benefits: * 401(k) * 401(k) matching * Dental insurance * Flexible schedule * Flexible spending account * Health insurance * Health savings account * Life insurance * Paid time off * Parental leave * Vision insurance Schedule: * Monday to Friday Supplemental pay types: * Bonus opportunities Ability to Commute: * Walnut Creek, CA 94596 (Required) Ability to Relocate: * Walnut Creek, CA 94596: Relocate before starting work (Required) Willingness to travel: * 25% (Required) Work Location: Hybrid remote in Walnut Creek, CA 94596