Responsible for supporting the Regional Vice President and regional leadership team with various administrative duties, including branch activity and changes, managing schedules, creating and tracking documents and processes, acting as an HR liaison for recruiting, onboarding and compensation and organizing and m anaging meetings, agendas, and catering needs.
Administer and track branch openings, closings, and moves, including but not limited to: facilitation and tracking of all necessary branch licensing; management of timing for leases and other facilities needs, i.e. shared spaces/desk rentals; act as the initial corporate contact and liaison to new managers; facilitation of equipment acquisition and movement within branches; creation, distribution and follow up of internal communication on branch activity.
Create and maintain branch information in internal system and files.
Oversee general branch compliance with company guidelines.
Manage in-person sales training program: determine location and dates, invite participants, order catering, arrange travel and lodging, and correctly reconcile and allocate all expenses. Proactively communicate all training details to trainees, Sales Trainer and Marketing Coordinator.
Generate reporting and follow up on mandatory online and in-person training for region employees.
Administer and train on Guild Giving Program.
Assist in recruiting and on-boarding process by drafting offer letters, providing accurate reporting, collecting salary documentation, ensuring completion of necessary on-boarding documents, tracking necessary MLO licensing, tracking and managing new hire timing, producing and delivering welcome letters.
Partner with Human Resources on the timely completion and delivery from field of various documentation including compensation agreements, exhibits, and change of status forms.
Facilitate and track compensation agreements, exceptions and changes, ensuring they are current, correct and compliant with company guidelines and approved by management prior to submission.
Track terminated employee procedures, including return of equipment, elimination of system and 3rd party vendor access.
Scheduling and Event Planning
Answer phones and manage appointments and travel for Regional Manager.
Communicate proactively with Regional Manager on schedule needs/changes.
Arrange for meetings and conference calls as needed.
Coordinate Regional activities inclusive of sales events, sales rallies, monthly calls etc.
Coordinate meetings with recruits, including travel, meals and meeting space.
Oversee the administrative function, including regional expenses and expense reporting, time-keeping records, office procedures, and office organization. Facilitate various bill payment procedures.
Produce minutes with action items on meetings.
Collect and analyze information; prepare reports, manage document process flow and provide timely follow up on all process and documentation requirements
Send emails, faxes and documents as needed to internal and external customers.
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