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Charlottesville AOR looking for Director of MLS Operations

by Greg Robertson on January 9th, 2014

Looking for a new gig? If you know if anyone that may be interested please have them contact Anne Gardner the CEO:
434-817-2393 Direct
434-249-9596 Cell
anne [at] caar dot com


TITLE: MLS & Information Technology Administrator

REPORTS TO: Director of MLS Operations

Position Concept: The MLS & Information Technology Administrator is an important and visible position as the chief administrator of MLS (Multiple Listing Service) and IT operations for the Charlottesville Area Association of REALTORS® of Virginia (CAAR).Primary responsibilities include operational issues within the MLS system, ensuring accuracy and usefulness for members and knowledge and mastery of superior technology services and business tools for the association. Duties are technical in nature and include trouble shooting and resolving customer service problems with MLS in coordination with the vendor. In addition, administration of inter-office technology, software and equipment needs to ensure the smooth IT operation of CAAR. Key success markers include the ability to communicate technical issues to those who may not be as proficient in technology. Also responsible for identifying and championing services and tools for REALTOR® members to become and remain successful in today’s real estate market, consistent with the CAAR mission & vision.

MLS Operations – Delivery of MLS activities to ensure a superior MLS system for subscribers. Ensure CAAR system is compliant to current industry technology standards and employs best practices and efficiencies. Conduct analysis and present recommendations for approval by appropriate member groups. Maintain vendor relationships and support contracts. Off-hours support coverage as needed to assist MLS subscribers. Support

Board of Directors in MLS policy violation interpretations as requested.
• Provides keen oversight of the MLS and Technical needs of the Association.
• Secondary staff Liaison for MLS Group.
• Is fully knowledgeable of the MLS Rules and Regulations, Lock Box Rules and Regulations and Policies of CAAR.
• Trouble shoots MLS problems and communicates with MLS vendor to ensure member’s needs are met.
• Assists and Develops a plan to provide training to users on MLS system.
• Identifies and successfully resolves MLS listing problems.
• Liaison between Service and MLS vendors in relation to technical support for the office or individuals.
• Technical Support for system, including inputs, RETS data feeds, member IDX compliance
• Reviews daily “hot sheet” for accurate data and as necessary corrections to agents/brokers.
• Ensures Office equipment, technology and services are operational and provide support to staff training and problem solving.
• Evaluates new programs and products for implementation (to remain on the cutting edge of technology).
• Purchases office equipment for staff computers, training room and meeting room needs as approved by supervisor.
• Stay informed with NAR/RAMCO and VAR technology initiatives and recommend appropriate integrations with association activities.
• Look for ways to offer training via web and other progressive learning opportunities.
• Ensures supervisor and management team is informed of any problem with the system or membership.
• All other duties as assigned by supervisor.

Duties Include, but are not limited to:
A. Daily/Weekly Tasks/Responsibilities:
• Change listing status of listings on demand.
• Investigate MLS listing complaints for rules compliance.
• Investigate issues with MLS system and submit trouble tickets as necessary
• Assist Members with questions relating to MLS listing input
• Modify MLS membership status on notification of Membership Director
• Investigate issues with membership records, and submit trouble tickets as necessary
• Update database for newsgroup
• Verify Statistics report ran for REW, and rerun if necessary
• Update Exchange Global Address list
B. Monthly/Biweekly Tasks/Responsibilities
• Verify full backups completed
• Copy backups to external media, and transport to safety deposit box
• Correct listings flagged by RBI Stats
C. Quarterly/Annual Tasks/Responsibilities
• Create RETS feed
• Add user to phone system
• Update Voting website
• Assign credentials to alarm system.
• Add user to active directory / email.
• Investigate firewall issues
D. Program Tasks/Responsibilities
• Assist supervisor with administrative duties as requested.
• Assist with all staff projects and functions as requested.
• Learning appropriate software/training as needed.
• Development of team/personal goals.

Program tasks are not related to a specific daily, weekly, monthly, or yearly time frame. 
These tasks are ongoing and overlap according to the program schedule. It is possible to be involved in any aspect of all tasks according to program needs.

EDUCATION REQUIREMENTS: A Bachelors Degree is preferred. Relevant certifications required.

EXPERIENCE REQUIREMENTS: Minimum of three (3) years recent experience in management of heterogeneous network, project management or equivalent discipline, with priority given to REALTOR® association MLS experience. Previous experience with Active Directory and oversight of rules and compliance systems, and managing deadline driven processes in membership-focused organizations is ideal. 

POSITION REQUIREMENTS: The MLS & Information Technology Administrator spends time attending meetings, researching and writing reports, interfacing with members and maintaining vendor relationships. A working condition can be demanding and fast-paced. Demands include limited local travel for meetings, some on evenings and weekends and off-hours system maintenance availability as needed. Must have reliable transportation to meetings and assignments.


1. Ability to communicate in both the written and spoken word. Superior customer service skills.
2. Well organized and able to interpret relevant insights from various resources and produce error-free reports and correspondence.
3. Strong interpersonal skills and time management skills are critical.
4. Maintains a positive attitude, and possesses the ability to interact well with members, staff, ability to well represent the Association and real estate industry.
5. Management abilities helpful, need to coordinate member activities, work well with fellow staff members, etc.,
6. Must be self-directed, able to identify projects, develop strategies to conduct projects, and see projects to completion.
7. Strong communication and presentation skills, articulate and professional.
8. Ability to interact effectively with executives at all levels and represent the organization with a high-degree of integrity.
9. Highly motivated, with ability and initiative to work independently, set priorities and handle multiple tasks with good judgment.
10. Capable of budgeting, planning, and producing within a budget.

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