BOLD Coordinator - Temporary Position
Objective:
To provide temporary administrative support to the BOLD team, in the form of customer service, data entry, communications, clerical and support services.
Responsibilities:
Shipping and Material Distribution
· Prepare excel spreadsheet with all BOLD locations and turn into Bold Coordinator
· Create and Ship FSTB welcome kits to all participating Market Centers
· Send BOLD thank you notes to participating Market Centers
· Receive and process all BOLD department mail and route to appropriate team member
· Provide the Finance Department with a total number of letters to be mailed and cost of postage needed
· Once mailing is done for BOLD Projection letters, provide the Finance Department with the final number mailed and total cost used
· Give Finance the checks that are mailed in for BOLD Experience and Leadership
· Request an ACH payment to be processed by Finance when requested by Market Center
· Notify BOLD Coaches of any BOLD registration declines that they will need to also follow up on
· Direct KW Cares donations to KW Cares Team Members
· Create BOLD Leadership spreadsheet to include BOLD Leadership location information (physical and shipping), date information, coach information, contact information, Session 1 – Session 3 information
· Send reminder to all BOLD Coaches of when the BOLD T-shirt and Trophy orders are due to BOLD Coordinator
· Create a shipping spreadsheet for BOLD T-shirts and Trophies for T-shirt and Trophy Vendor
· Create an annual calendar of BOLD Experience, BOLD Leadership, and MAPS Event dates
· Provide MAPS Coaches EA with a list of upcoming BOLD Experience and Leadership launch and start dates along with registration information. Request that the MAPS Coaches EA do a push to all MAPS Coaches for their support in BOLD
· Provide KWRI with the upcoming launch dates and locations
· Communicate with the IT Department on website basic updates
· Ship BOLD monkeys, buttons, and/ or bracelets
· Order materials/ content and shipping for Sessions 1 – Sessions 3 of BOLD Leadership for each location
· Email BOLD Coach with tracking numbers for each shipment for the BOLD Leadership material for each location
· Contact BOLD Coaches to see what quantities should be ordered for Step 2 of BOLD for a location
· Continuously go through Participant numbers attending BOLD to ensure the correct number of materials are being shipped plus two extra sets
· Order materials/ content and shipping for Steps 2 – Steps 8 of BOLD for each location
· Email BOLD Coach with tracking numbers for each shipment of the BOLD Experience material for each location
· Order additional items needed at any given time for all locations
· Track order to confirm arrival of BOLD Trophies and notate on Round Spreadsheet
· Process any requests of new T-shirts and Trophies if someone did not get added to the order
· Keep BOLD Coaches informed of any material changes
· Keep BOLD Coaches informed of any shipping changes
Shipping Pre Launch
· Copy Script Cards that go in the Ad Call CDs
· Cut Script Cards
· Assemble and kit Script Cards into the Ad Call CDs
· Package and mail Ad Call CDs to BOLD Coaches
· Print Mo Anderson/ KW Cares donation information on envelopes
· Mail Mo Anderson/ KW Cares donation envelopes to BOLD Coaches
· Go through past BOLD participants projection letters and stuff opened envelopes with Dianna’s Note of Gratitude Card
· Seal all BOLD Projection Letters
· Mail past BOLD participants projection letters quarterly
· Document the KW Cares donation amount that comes in for each BOLD Experience Location
· Have Dianna sign the leadership gratitude cards
· Stuff leadership gratitude cards in envelopes
· Mail leadership gratitude cards
· Customer Service for BOLD Experience and BOLD Leadership
· Research Market Centers charges on credit cards
· Create and maintain BOLD Coaches Contact List
· File current Round of BOLD Experience registration forms
· File BOLD Leadership registration forms
· Shred BOLD Experience registrations forms that are 2 Rounds old
· File KW Cares donation receipts from BOLD locations
· Assemble BOLD Welcome packets
· Mail BOLD Welcome packets
· Weekly 411 with BOLD Coordinator
· Process orders from BOLD Coaches for BOLD monkeys, buttons, and/or bracelets
· System FSTB
· Place order for First Step to BOLD material/ content from FedEx Office for all First Step to BOLD locations
· Email BOLD Coach the First Step to BOLD content order confirmation
· Send a reminder to all BOLD Coaches to let them know the date to turn in numbers for First Step to BOLD to ensure to have FSTB material
· Create BOLD Experience Round spreadsheet to include Pre-Launch information, Monkeys, Buttons, and Bracelets information, First Step to BOLD order information, KW Cares Donation information, Local BOLD Coordinator Information, Step 2 Shipping information, Step 3 Shipping information, Step 4 Shipping information, Step 5 Shipping information, Step 6 Shipping information, Step 7 Shipping information, Step 8 Shipping information, BOLD T-shirt order information, and BOLD Trophy order information
Support Services:
· Respond to emails
· Filing
· Data entry
· Organize and prepare BOLD items for MAPS/ KW training events and ship to locations
· Additional duties as assigned by the BOLD coordinator
Other Duties as Assigned
· Daily stand up meetings
· Weekly staff meetings
The above noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the associate a general sense of the responsibilities and expectations of his/her position. As the nature of business demands change so, too, may the essential functions of this position.
Keller Williams Canada