Contract Admin/Sales Assistant- Full Time

Job description

OBJECTIVE: Enthusiastic and committed hybrid Contract Administrator/Sales Assistant

looking for a position using strong communication and organizational skills. Experience in sales

contract coordination, escrow management and general administrative support for a residential

new development project.

Contract/Closing Administrator Responsibilities:

• Audit contracts received from sales staff, and ensure that all contract requirements are

satisfied before presenting purchase agreements to the developer.

• Correspond with mortgage brokers, paralegals, and developer on daily challenging

circumstances and collaborate on providing resolutions.

• Act as primary liaison between office, brokers, and clients for all concerns such as

contract deposits, walk-through appointments, real estate appraisal questions, and

commission structures and payments.

• Responsible for converting reservation agreements into purchase agreements as well as

collecting contract deposits.

• In charge of alerting the escrow company of impending wires and allocation of funds, as

well as providing them with copies of contracts, and buyer’s respective W9 or W8 forms.

• Coordinate property closing and approve closing statements.
• Act as an intermediary in negotiations between buyer and seller.
• Provide respective developer with monthly contract transmittal and sales reports.
• Legal knowledge is a requirement; must be familiar with Florida new development

contracts and condominium documents.

• Conduct ongoing market specific studies and competitive market pipeline research
• Assist with all miscellaneous coordination tasks including, but not limited to sales gallery

upkeep, client follow-up and collateral dissemination, event planning outside vendors

and production companies, and coordination with the sales team

• Tracking and dissemination of Offering Plans and all associated amendments

DUTIES AT RESERVATION

• Set up reservation files and paperwork
• Manage inventory with sales manager
• Audit reservation agreements as they come in.
• Follow up with agents on any missing information in the file
• Update Res Log and Pending Report daily
• Claim incoming wires with Title Company and collect deposit checks for processing
• Record all Notice of Deposits for Escrow agent
• Prepare completed reservation agreement files for developer signing
• Scan all signed documents to agents and buyers
• Input signed reservation agreement information into CRM (Builder CMS)

DUTIES AT CONTRACT

• Prepare contract files and paperwork when ready to convert (this will include condo doc

receipts, floor plans and all other necessary paperwork)

• Update Contract conversion report daily
• Keep track of FedEx contracts sent out for signing
• Collect monies due as per deposit structure
• Record all Notice of Deposits for Escrow agent
• Prepare completed contract agreement files for developer signing
• Process broker payments
• Audit contract agreements as they come in, follow up with agents on any missing

information or paperwork in the file

• Copy and Scan/Mail all executed documents to agent, buyer and outside broker
• Update CRM Spark with status changes

DUTIES AT CLOSING:

• Prepare closing paperwork.
• Coordinate client walk thru
• Coordinate escrow transfer to closing agent
• Act as liaison between buyer, developer and closing agent
• Process all closing documents
• Process broker payments
• Update Closing Conversion report daily

ONE MONTH PRIOR TO ESTIMATED CONVERSION DATE

• Follow up with buyers / brokers on all contact information (this process should start at a

minimum of 30 days prior to contract or sooner if we know exactly when we are

converting)

• Update e-condos with copies of all contract paperwork so its auto-generated for

printing

2 WEEKS PRIOR TO ESTIMATED CONVERSION DATE

• Ordering of supplies such as paper, “sign here” flags, and FedEx mailing envelopes
• Uploading of buyer addresses to FedEx Online Database for printing of air bills (we will

be placing a prepaid return envelope in the package

• 1 Week prior to estimated conversion date:
• Contract Admin conversion meeting/ training of process with 2 assistants (Sales

assistant, DE personnel & Receptionist)

• Start the printing and auditing of contracts to be sent out the following week
• Preparation of the following reports: Contract Conversion Report (will track our sellout

conversion rate), Contract Status Pending Report (will report agent notes on deals

pending return of signed contract), Contract FedEx Tracking Report (linked with Status

Pending Report, will detail the tracking from FedEx on each package), Contract Audit

Report (will indicate those deals and that returned incomplete and what is

missing/pending from the file)

WEEK 1 OF CONVERSION

• Once contract is cleared by management, make copies necessary for buyers and our

documentation, flag the signatures, prepare the air bills and packages for sending

• Coordinate the daily pick up and drop off with FedEx
• Start the contract conversion and contract audit reports based on any deals that are

returned that same week and moving forward this will be updated daily

• Claiming of wires and/or processing of 2nd deposit received

WEEK 2 OF CONVERSION

• Start the tracking report and pending status conversion based on any deals that are still

Lingering from the week before… this will be updated weekly

• Continuation of payment processing
• Scheduling with developer to sign fully executed contracts

WEEK 3 OF CONVERSION:

• Once all contracts are out our sole focus will be to convert all units to contract status

ASAP

• Once contracts are fully executed by the developer, a copy will be scanned to the builder CMS

system and the buyer/broker will be emailed copies

• Preparation for paying brokers their initial payment needs to start within the 3rd week

of the conversion process, the estimated pay day for brokers is 20 days after the

contract goes hard.

Office Administrator Responsibilities:

GENERAL

• Support the Sales Director, Sales Executives and other staff/ perform receptionist

functions

• Input and update information in CRM
• Prepare daily and weekly traffic reports
• Serve as first line at the project, responding to phone and email inquiries and booking

and confirming appointments, providing meaningful follow up, ongoing engagement and

support for all client ad client-broker inquiries

• Greet, visitors and the general public
• Offer and prepare coffee and refreshments
• Maintain the general filing system and file all correspondence
• Assist in the planning and preparation of meetings, conferences and conference

telephone calls

• Maintain adequate inventory of office supplies and project marketing collateral
• Execute other tasks and assignments as the Sales Team may need necessary

EVENTS

• RSVP – collect emails and RSVP counts
• Set-up - Assist Sales Director, Marketing Associate & caterers with any set up, assembly

and preparation prior to and on day of event

• Guest Sign In – collect business cards and enter into CRM
• Giveaways – assist with assembly prior to event, give out to clients/brokers during event

and take count of all inventory left over after event

QUALIFICATIONS:

• College graduate; 2 years experience in real estate contract administration.
• Determined, strong work ethic, positive attitude, team player, resourceful and detail oriented

with high energy

• Proficient in Microsoft Office, and preferred experience with Builder CMS (or real estate CRM

equivalent) and an understanding of general technology and office equipment

• Ability to excel in fast-paced atmosphere

Job Type: Full-time

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Front desk: 1 year (Required)
• Real Estate Contract Administrator: 2 years (Required)

Work Location: In person

Job Type: Full-time

Pay: $70,000.00 - $80,000.00 per year

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Front desk: 1 year (Required)
• Real Estate Contract Administrator: 2 years (Required)

Ability to Relocate:

• Miami, FL 33146: Relocate before starting work (Required)

Work Location: In person

Salary : $70,000 - $80,000