Skip to content

Director of Membership; KCRAR and Heartland MLS

Director of Membership; KCRAR and Heartland MLS

Real Estate

The Kansas City Regional Association of REALTORS® offers a collaborative environment that will allow you the opportunity to work on impactful projects that make a difference. What we love the most about working at KCRAR is the autonomy, collaborative team environment, and commitment to a positive work-life balance. Are you someone with strong database skills who is highly customer-service oriented and enjoys working with information, generating reports, problem-solving, and collaborating? Are you a goal-oriented, results-driven, self-starting leader who brings the best out of your team? We may be looking for you! The Director of Membership Responsible for the database management of all member records for KCRAR and Heartland MLS including proper reporting and remittance to the state and national organizations. Supervises staff involved in new member processing, record maintenance, and customer service activities. KCRAR offers a competitive salary and benefits.

POSITION DESCRIPTION:

TITLE: Director of Membership; KCRAR and Heartland MLS

REPORTS TO: KCRAR Chief Operating Officer

SUMMARY: Responsible for the database management of all member records for KCRAR and Heartland MLS including proper reporting and remittance to the state and national organizations. Supervises staff involved in new member processing, record maintenance, customer service activities, and events.

DUTIES AND RESPONSIBILITIES:

1. HEARTLAND MLS QUARTERLY BILLING AND ANNUAL DUES

  • Prepare verbiage and messaging for all billings. Includes appropriate language for RPAC investments, NAR required verbiage, and Education Foundation. Runs reports for all members who did not renew and sends reminders.
  • Ensures all partial payments are recorded, and all waived dues and emeritus are not invoiced.
  • Manages billing process and timeline in RAMCO System. Ensures all late fees are assessed as scheduled, and suspensions and terminations occur. Verifies billing accuracy.
  • Verifies and sends renewing dues transmittals to NAR, MR, and KAR with appropriate checks, meeting all required NAR and State deadlines.
  • Verifies monthly new and rejoining members’ dues income, requests checks, and sends appropriate transmittals to NAR and State Associations.

2. BUDGET

  • Prepares the membership budget based on renewing members’ dues and estimated new members for the coming year.
  • Calculates the Membership Departments expenses for the year, new member materials, and new member packets.

3. COMMITTEES

  • Assist with committees if applicable as staff liaison

4. DATABASE

  • Responsible for the KCRAR and Heartland MLS database.
  • Oversees and is responsible for new record entry into the database system for KCRAR and HMLS.
  • Overseeing the daily NRDS sync error log.
  • Point of Entry for NRDS. Ensures compliance with NAR for record management and transmission to the NRDS database.
  • Runs comparison reports throughout the year between NRDS and the database system, especially important in April when NAR bases their dues collection on the total members and in October for the RPAC investments count.
  • Stays current on membership database software and interfaces with various vendors for upgrades, pricing, and RFPs.

6. END-OF-THE-MONTH REPORTS

  • Pulls a variety of end-of-the-month reports for the CEO, staff, and leadership.

7. NEW MEMBER EDUCATION REQUIREMENTS:

  • Manages outreach to all new members regarding their new member education requirements and code of ethics.
  • Oversees automated processes in RAMCO to ensure accuracy on completion data.

8. NON-MEMBER ASSESSMENTS

  • Compares with the State Real Estate Commission website or new agent lists against KCRAR membership for agents who are not members of KCRAR.
  • Continually manage license sync data from MREC and KREC into RAMCO.
  • Sends NMA letters to the responsible party (DR) for holding licenses of non-members.
  • Launch and manage the billing timeline in RAMCO.

9. SUPERVISION

  • Supervise and oversee the Membership Coordinators who welcome and sign-up new members with KCRAR, and HMLS, issue a supra eKey and explain the benefits of membership, and transfer members from office to office in a timely manner
  • Supervises Front Desk staff.
  • Plan and provide continuous training and education on Association and MLS policies and regulations to empower each staff person to be involved in the vision and goals of the strategic plan.
  • Conduct annual reviews, salary adjustments, and oversee staff hiring, training, and dismissal.

10. SURVEYS

  • Run the occasional survey on customer service etc.

11. TRADEMARK

  • Mails cease and desist letters to members or non-members for unauthorized use of the trademark and REALTOR logo.

12. VERIFICATIONS

  • Prior to dues invoice mailing send out verification letters to individual members and oversee the correction made from the returned member verification.
  • Sends out office verification to DR that lists all agents in their office. On receipt of the corrected office, verification makes the changes i.e., verifies terminated members with official state paperwork or sends new member application form.

13. DATABASE MANAGEMENT SYSTEM

  • Stays current on membership database software and interfaces with various vendors for upgrades, pricing, and RFPs.
  • Ensures compliance with NAR for record management and transmission to the NRDS database.

14. TRAINING:

  • Develop and instruct quarterly class for office administrators and personal assistants to learn important Association and MLS policies and procedures.

15. MEMBERSHIP:

  • Fields questions from KCRAR and HMLS members by phone, email, and in person.
  • Meet with members, explains the benefits of membership, process membership forms, and collect fees.
  • Assists in opening new offices in HMLS and KCRAR, insuring all the necessary paperwork has been completed and collects application fees, and adds records in the membership system.
  • Develop data-driven member engagement strategies to increase the utilization of membership benefits.
  • Manage multiple tasks, while maintaining excellent customer service and prioritizing duties accordingly.
  • Responsible for continually educating themselves on the National Association of REALTORS membership policies.
  • Process and help members establish new secure lockbox and key services.
  • Facilitate REALTOR Store transactions for members when needed.

16. OTHER DUTIES AS ASSIGNED BY THE CEO or COO

BACKGROUND/EDUCATION/EXPERIENCE REQUIREMENTS:

Computer proficiency and expert knowledge of database management.

Management experience.

Excellent written and oral communication.

Project management.

Attention to detail.

Job Type: Full-time

Benefits:

  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Disability insurance
  • Flexible schedule
  • Flexible spending account
  • Health insurance
  • Life insurance
  • Paid time off
  • Vision insurance


Schedule:

  • Monday to Friday


Supplemental pay types:

  • Yearly bonus


Powered By GrowthZone