Sales & Closing Coordinator

Position Summary

The position is responsible for providing support, including administrative support to the Sales Agent(s) and Sales Management through data entry, management and constant review of the Multiple Listing Services and communication with the Sales Agents regarding available homes and management of the closing process for sold homes. Position is on-site, based out of our Baldwin County division office, located in Fairhope, AL.

Essential Functions

Core duties or tasks fundamental and not marginal to the performance of the job.

Sales Assistant Functions

• Sales Contract administration to include contract review and balancing between contract and SMART system, exhibits, selections, etc.
• Receive and process all Good Faith Deposits for Sales Contracts.
• Ensure Agent information is accurately reflected in SMART.
• Assist agents with processing Cancellations, Change Orders, etc.
• Process VPO's for change orders and/or inventory homes daily.
• Create and maintain House Files (digital and hard copy) for Pre-sales and Spec homes and Homeowner packets.
• Assist with organizing / hosting sales meetings as needed.
• Manage office supply order process to ensure that Sales staff has tools, supplies and equipment to work effectively onsite and/or when working remotely.
• Complete regular listing audits between Multiple Listing Service(s), SDH website and SMART system.
• Upload and manage images for all listed homes as needed.
• Coordination of current incentives and disclosures of such within Multiple Listing Service(s) as needed.
• Maintain receipts and assign cost codes to the monthly reconciliation of Visa charges and/or Sales related invoices.
• Maintain one scheduling calendar for all agents and hostesses.

Closing Coordinator Functions

• Process closing schedule reports through the SMART system 45 days prior to closing.
• Coordinate the scheduling/rescheduling of all closings between Onsite Sales Agent and Closing Attorney.
• Ensure that the most current information is available related to the status of scheduled closings.
• Prepare regular weekly/monthly/quarterly reports as needed to track closings for the Division.
• Manage all closings schedules between the SMART system and Closing Calendar.
• Approve HUD's/CSS's. This process will include checking the Builder's in office files for completeness and tracking down needed information.
• Coordinate Homeowner key delivery/mailbox key delivery and the delivery of any special items required for closing.
• Tracking of closing table survey results.
• Ensure prompt utility service disconnection post-closing.

Office Services Functions

• Ensure all new hires have a properly stocked work area.
• Place and deliver office supply orders to internal office staff to include office supplies, break room supplies, kitchen supplies, bathroom supplies, etc. Verify invoices reflect delivery of items and process for payment to include coding by department accordingly.
• Assist with special projects as directed to include Permit acquisition, updating Build Order maps, and Marketing functions as needed.

Minimum Job Requirements

Education: High School Diploma

• Experience: AREC contract compliance, Previous Real Estate Listing Management and/or Closing Coordination experience preferred. Homebuilding experience helpful.
• Computer Skills: Microsoft Office, CRM experience, Internet

Mental/Reasoning Requirements

• Reading
• Writing
• Basic Math Skills

Work Environment

• Works Alone
• Works w/others
• Verbal contact w/others
• Work with computer and office equipment

Social/Interpersonal Traits

• Ability to foster teamwork
• Initiative
• Ability to influence others
• Good communication skills
• Customer oriented
• Detail oriented
• Ability to prioritize multiple tasks