Regional Coordinator

Summary

This role is in-office at the Pembroke location 5 days a week, with 1 day per month mandatory

in the Ottawa office location (1826 Woodward Drive), for the all-staff meeting.

The Regional Coordinator is the first point of contact for members and visitors at the 545

Pembroke St. W office in Renfrew County.

Reporting to the Manager Professional Standards and Compliance, the Coordinator

supports the day-to-day operations of the Pembroke office and triages member questions

and concerns in person, by phone, and by email. The role assists with electronic lock box

services, payments, supplies, MLS® and general inquiries, connecting Members with the

appropriate staff when additional support is required.

The Coordinator also supports MLS® data integrity and compliance by monitoring the Data

Compliance System, auditing MLS® Listings, and responding to Member inquiries. The Coordinator provides administrative, operational, committee, regional/local events, and

facilities support as required.

Duties and Responsibilities Office Support (15%)

• Support day-to-day operations at the Renfrew County Office.
• Provide superior customer service to members in-person at the Renfrew County
• office.
• Respond to telephone inquiries and emails, forwarding them as needed to
• appropriate staff members.
• Process incoming and outgoing courier packages and mail.
• Settle credit card payments machine at end of day (if applicable), working closely
• with Finance and Membership teams to ensure coordination and collaboration in
• the processing of member payments and responses to member queries around
• billing.
• Local point person for electronic lock box program, including setting up new
• members, programming iBoxes and attaching to members’ file, ownership
• transfers, problem resolution and advisory services to members.
• Secure building accessibility; unlock front door at beginning of the business day and
• ensure all facilities and doors are locked daily at 4:30 p.m. (end of business day).

MLS® Listing Accuracy and Professional Standards (75%)

• Assist Professional Standards and Compliance team in monitoring OREB’s Data.
• Compliance system (DCS) and its processes to ensure the integrity of the data contained therein, follow-up to ensure errors are corrected within the allotted time.
• Receive and respond knowledgeably, courteously, and immediately, to all emails that come through the DCS System’s Data Checker email.
• Collaborate with the Professional Standards Department to determine the point at which a Listing Rep must be referred to the Professional Standards for noncompliance.
• Audit MLS® Listings daily as per Prop Tx MLS® rules and policies to confirm that the information in the MLS® System matches the information in the Listing Agreement.

Other Duties (10%)

• As required, work closely with the Executive Office, to support the Regional Committee in executing on its Board approved annual workplan, including maintaining its terms of reference, drafting meeting agendas, preparing packages and coordinating meeting logistics, as needed.
• Collaborate with the Learning & Events team in organizing and supporting local events such as the annual golf tournament, holiday party, charity events, brokerage meetings, and other events, as required.
• If required, liaise with the Finance and Membership teams on billing and reconciliations (ORWP/OREA/CREA).

Knowledge & Experience

• Minimum 1-3 years’ experience at Reception or Front Desk.
• Working experience with a customer or member management system is an asset.
• Experience with MLS® Systems, such as Prop Tx, is a strong asset.
• Experience with Agent Book is a strong asset.
• Experience in organized real estate is a strong asset.
• Strong working experience with Microsoft 365 suite.
• Experience organizing events

Skills

• Excellent customer service…