What are the responsibilities and job description for the Design Coordinator position at Manuel Builders LLC?
Job Title: Design Coordinator
Department: Sales
Business Unit: Manuel Builders – Custom Division
Markets: All Markets
Reports to: Custom Sales Manager
We are specifically seeking an individual with high levels of organizational competency, prioritization capabilities and excellent computer skills in Excel and Word, with the ability to learn our software systems. There will be some direct customer interaction and the individual will be part of a dynamic, welcoming, and charismatic customer care team.
General Summary: Primary purpose is to guide our homeowners – with as much ease and excellence as possible – from their initial selections meeting through being released into production, including leading their selections meeting and assisting with the styling of their home, ordering their site evaluation with a superintendent, and gathering the necessary documents needed to send them into production.
KPIs (Key Performance Indicators):
- Client Experience Enhancement – Demonstrate commitment to delivering a positive client experience throughout the pre-production process.
- Process Efficiency & Learning – Supports ongoing skill development and staying updated on industry trends.
- Financing & Property Management Accuracy – Ensures smooth financing process and property management, minimizing errors.
- Meeting Preparation & Efficiency – Ensures smooth and organized meetings, enhancing customer experience.
Essential Job Responsibilities
- Call clients to schedule selections meetings at the request of the Design Coordinator(s)
- Create digital client folder and prepare selections template prior to customer selections meetings (transcribing data from customer-provided Pre-Selections Form, Purchase Agreement and Change Orders into Excel)
- Complete preparation for selections meetings including, but not limited to prepping selections template, pulling pre-selected items for customer review, printing floor plans, aiding SEL/Final meetings (especially in the LC or BR markets), etc.
- Update and insert images for chosen customer selections into selections sheets after meetings
- Peer reviews (reviewing clients completed sheets for any possible errors)
- Preparation for final signing meetings including, but not limited to, pulling all selected items for customer review, printing final plans, selections, and all other docs for signature, aiding meeting based on difficulty of client and/or home finishes, etc.
- Process signed finals including, but not limited to, scanning in all signed/necessary documents, sending release email to Design team, sending “Welcome to Production” email to client via CRM, etc.
- Creation and processing of ALL change orders (for selections, site evaluations and production) in a timely and efficient manner
- Revise selections as needed (i.e. after change orders, etc.) once SEL CO is approved/signed by client and email homeowner copy of updated sheet (in PDF format).
- Send all necessary contract docs to lender to initiate appraisal process through CRM system
- Follow up with lenders to collect Closing Disclosures and other contract or lending documents when necessary
- Label new samples for Design Centers and facilitate new product distribution to each design center
- Update design center inventory sheet as samples/product is added and/or removed
- Update the selections template with new products and/or removing discontinued products
- Update other template documents as needed (i.e. Design Center Inventory excel sheet, site evaluation form, Manuel Builders Look Book, etc.)
- Sending documents via Authentisign as needed for signature
- Update of customer (deal and stages), lending and property details as needed in CRM
- Creation/updating of Notice of Contract document for all clients prior to final signing meeting
- Assist with occasional software issues within CRM or Sales Simplicity
- Learn and continually renew understanding of Manuel Builders standard/included options and additional cost options available to homeowners
- Maintain knowledge and awareness of color theory, home design and styling
- Maintain high-level of communication and relationship building with individual homeowners
- Promptly send out online and/or documented selections preparation packet
- Schedule and perform selections meeting with homeowners, assisting with choosing all interior and exterior finishes (conscious of client’s budget and style for most satisfactory outcome)
- Provide completed selections sheet for construction with all details (ensuring all paperwork and sketches are correct and appropriate for homeowners, construction and trade partners)
- Effectively communicate with vendors and trade partners as the business circumstances dictate
- Prepare the site evaluation folder for project manager
- Order boundary survey (via form email and provided documents)
- Complete and have client sign change order reflecting changes from site evaluation
- Obtain copy of Closing Disclosure after homeowner closes on construction loan
- Obtain copy of Compaction Test after homeowner has completed their dirt pad
- Bring value to my team members by investing in their design knowledge and skill, enhancing homeowner relationships and any other means available (including in attitude, word or action)
- Capture and communicate changes in trends to purchasing agent and team
- Timely responses to other design coordinators, sales consultants, superintendents, and vendors
- Display ownership of Design Center and all displays (excellence in presentation and options)
- Partner with the “big picture” vision of the leaders to move our homeowner experience and offerings forward continually
- Leads by example in a highly professional manner with strong customer-centric focus
- Plan and organize work for maximum effectiveness and efficiency
- Assist with office/staff needs (i.e. special events organization, materials, etc.)
- Additional duties as assigned by management
General assessment skills
- Offers suggestions and/or ideas for change in a respectful and knowledgeable manner
- Exudes honesty and integrity within a professional image
- Demeanor is steady and consistent
- Presents Manuel Builders in best possible light
- Obtains and passes on relevant information to others who should know
- Excellent written and verbal communication skills
- Must be professional and polished in appearance and speech
Work environment and schedule:
- Normal business hours: Monday - Thursday (7 am – 5 pm); Friday (7 am – 12 pm)
- Periodic night and weekend work may be necessary
- Serves all markets in the Company
