Program Support Administrative Assistant Jobs (NOW HIRING)

POSITION SUMMARY

The Administrative & Program Support Coordinator serves as the primary point of contact for members, prospective members, and visitors to the Billings Association of REALTORS® (BAR). This position provides responsive and professional member service, supports membership onboarding and records management, assists with Association programs and services, and provides administrative support for the Multiple Listing Service (MLS) and other organizational functions.

The Coordinator works closely with Association staff to ensure accurate member records, timely processing of applications and requests, effective communication with members, and smooth day-to-day office operations. This position requires strong organizational skills, attention to detail, professionalism, and the ability to manage multiple priorities in a member-focused environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Member Service and Front Office Support

1. Serve as the first point of contact for members, prospective members, affiliates, and visitors, providing courteous and timely assistance.
2. Answer and screen incoming telephone calls, emails, and in-person inquiries and direct requests to the appropriate staff member or department when necessary.
3. Assist members with questions regarding Association programs, services, benefits, policies, technology resources, and general membership requirements.
4. Provide routine troubleshooting and support for Association and MLS-related systems and direct more complex technical or policy questions to the appropriate staff member.
5. Maintain a professional, welcoming, and service-oriented front office environment.

Membership Administration and Onboarding

1. Process new member, office, affiliate, and MLS applications in coordination with the Accounting Director and other staff.
2. Coordinate new member onboarding, including communicating membership requirements, providing access to applicable systems and resources, and monitoring completion of required orientation, training, or other obligations.
3. Maintain accurate and current membership records within Association databases and related systems.
4. Process membership changes, including transfers, office changes, status changes, contact information updates, and other routine record maintenance.
5. Assist with tracking member compliance with applicable membership and MLS requirements and communicate outstanding requirements as directed.
6. Maintain electronic and physical member files in accordance with Association procedures and record-retention practices.

MLS and Program Support

1. Provide administrative support for MLS participation, subscriber onboarding, account changes, and routine member questions.
2. Assist members with accessing and navigating MLS-related products and services, including coordinating with vendors or other staff when additional assistance is required.
3. Support Association programs, classes, meetings, events, and member services through registration assistance, communications, materials preparation, attendance tracking, and other administrative functions.
4. Maintain familiarity with Association programs and services in order to effectively communicate available resources and benefits to members.

Administrative and Financial Support

1. Receive, sort, and distribute incoming mail and prepare outgoing mail and shipments as needed.
2. Process and document daily payments, deposits, and other routine financial transactions in coordination with the Accounting Director.
3. Assist with maintaining office records, forms, supplies, inventories, and administrative systems.
4. Prepare correspondence, reports, spreadsheets, forms, meeting materials, and other documents as requested.
5. Assist with data entry, record reconciliation, and routine administrative projects to support staff and organizational operations.

Committee and Organizational Support

1. Provide administrative support to Association committees, task forces, and work groups as assigned.
2. Work collaboratively with all Association staff and provide administrative support across departments as organizational needs require.
3. Maintain confidentiality regarding member information, financial information, personnel matters, and other sensitive Association business.
4. Perform other duties and special projects as assigned in support of the Association’s mission and operations.

QUALIFICATIONS

• Strong customer service and interpersonal skills with the ability to communicate professionally with a wide variety of individuals.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple tasks and changing priorities while meeting deadlines.
• Strong written and verbal communication skills.
• Ability to learn and effectively use membership databases, MLS systems, registration platforms, and other technology tools.
• Proficiency with Microsoft Office applications, including Outlook, Word, and Excel.
• Ability to exercise sound judgment, maintain confidentiality, and work independently within established policies and procedures.
• Previous experience in customer service, administrative support, association management, real estate, or a related environment is preferred.

WORK ENVIRONMENT AND EXPECTATIONS

• Regular in-office attendance is required.
• This position involves frequent interaction with members, vendors, and the public by phone, email, and in person.
• Occasional assistance with Association events, meetings, or programs outside normal business hours may be required.
• The employee must be able to maintain professionalism and composure while handling multiple requests and time-sensitive responsibilities.
• The employee is expected to develop a working knowledge of BAR programs, membership requirements, MLS services, and internal procedures sufficient to assist members effectively.

EOE STATEMENT

The Billings Association of REALTORS® (BAR) is an Equal Opportunity Employer. BAR does not discriminate based on race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status, or any other basis covered by appropriate law. All employment is decided based on qualifications, merit, and business need.