Who Wears What Hat?

Branch Office Administrator (BOA)

• Handle all administrative tasks 
• Complete transaction management for all files
  
  • Full transaction coordination includes:
    
    • QC’ing all files for all documents, signatures, and required fields
    • Send out welcome letter to clients, cooperating agents, attorneys, lenders and transactions coordinators
    • Remind agents of important dates and make sure deadlines are met
    • Check on files with lenders and attorneys weekly to make sure closings are on track
    • Get final ALTA’s and CD’s to make sure commissions and transactions fees are correct
    • Final QC to make sure all documents are in for compliance 
    • Process commission and agent payment
  • QC coordination (Agent or Agent’s TC does the transaction coordination – $200 transaction credit is refunded to the agent at closing)
    
    • QC’ing all files for all documents, signatures, and required fields
    • Final QC to make sure all documents are in for compliance 
    • Process commission and agent payment
  • On-boarding Agents
    
    • Going through the onboarding checklist to make sure each agent is fully on-boarded
  • Off-boarding Agents
    
    • Going though the off-boarding checklist to make sure each agent is fully off-boarded
  • Pay all agent commissions
  • Keep all agent E&O accounting up to date
  • Mange questions on transactions and agent help via Slack and Workplace by Facebook
  • Items you could contact a TC about:
    
    • Questions on a transaction
    • Questions on on-boarding
    • Questions on off-boarding
    • Questions on commissions
    • Questions on E&O payments
    • Simple questions on systems and processes

Web Developers

• Develop systems to make the agent’s life easier and more efficient
• Help with any technical issues
• Integrate systems so agents have everything in one place
• How to contact web? [email protected]
• Items you could contact the help desk with:
  
  • Technical issue with a system
  • Issue logging in
  • Issue with data being displayed incorrectly

Creative (Marketing/Video)

• Create new content for sales and recruitment ads
• Record/Edit Training videos
• Record/Edit corporate videos

Operations:

• Help with systems that run our business
• Create new systems to help agents be more efficient and sell more
• Create and execute the vision and growth of the company
• Director of Operations:
  
  • Handles Q&A everyday at 1pm helping agents with any system issues they had (https://zoom.us/j/7577171003 )
  • Handles lead rules and making sure that agents are meeting compliance
  • Oversees BOA’s
  • Oversees Inside Sales
• Chief Operating Officer:
  
  • Oversees all systems in the company
  • Oversees state openings 
  • Researches and implements new programs and systems
  • Oversees DOO and Web Department
• Items you would go to DOO for:
  
  • Issues with a system
  • Issues on-boarding
  • Issues with a BOA
  • Issues with ISA

President/CEO

• Plans and executes vision and growth of the company
• Drives recruitment of teams/brokerages to grow the company
• Oversees acquisition of small independent brokerages
• Items you would go to the President for:
  
  • If you had a small brokerage or large team that wanted to join CanZell

Managing Broker

• Local broker to agents
• Answer contract and compliance questions
• Handle complaint calls 
• Handle broker to broker issues
• Hold contract class once a week with agents in their circle 
• Items you would go to the Managing Broker for:
  
  • Contract questions your mentor can’t answer
  • Broker to Broker issues

Managing Partner/Regional MP’s 

• Oversee Circle Leaders
• Train Circle Leaders
• Answer questions Circle Leaders have
• Serve as a liaison between Circle Leaders and Upper Management 
• Hire and grow new Circle Leaders 
• Items you would go to them for:
  
  • Questions an agent has asked that you don’t know the answer for
  • Questions on Circle Leader training
  • How to attract new agents to their circle

Circle Leader: 

• Attend Circle Leader training once a month
• Meet with mentors once a month to receive an update and coach them on their mentees
• Hold 1 monthly training for the agents in your circle. Topics can include:
  
  • Ways to increase your production
  • Training on kvCore products
  • Training on systems
  • Prospecting Classes
• Attend weekly Management Calls
• Attend weekly National Call 
• Hold weekly accountability groups with agents in your circle (right after the national call)
• Have an attitude of attraction in your conversations with other agents (2 per wk/min)
• Meet once a quarter with each agent in your circle, one on one
• Answer questions from agents on company systems and processes. Some examples could be:
  
  • “How do I start a team?”
  • “How do I hire a buyer’s agent?”
  • “How do I hire an admin assistant?”
  • “How do I expand in the luxury market?”
  • “I don’t like my mentor, can I have a new one?”
• Answer all agent emails and texts within 2 business hours
• All compliance and Broker questions should be answered by the Managing Broker