Sales Transaction Coordinator

Description

Come join the oldest, privately-owned, debt-free land developer in the State of Florida that has been making new home dreams come true for over 70 years!

Benefits of being part of our World:

• Paid Time Off & Holidays after 90 days
• Vacation Time
• Fitness Membership Discount
• Eligible for Medical benefits after 90 days
• Company paid life insurance policy
• Employee Referral Program
• Employee Assistance Program
• Telehealth
• Educational Assistance

The Sales Transaction Coordinator is responsible for the accurate coordination of new home purchase transactions and subsequent closings for Colen Built Development and its communities by ensuring that monthly, quarterly and annual closing projections are met, as well as identifying potential problems and assisting in determining solutions to eliminate or minimize closing issues or delays. This position is critical in the timely processing of documents between the buyers, outside lenders, appraisers, insurance companies and title companies.

Responsibilities:

• Maintains New Home buyer files and supporting documents
• Performs quality assurance to ensure that all buyer files are complete and accurate
• Ensures contract and supplemental documents are properly executed and accounted for and secures signatures where needed
• Assists Sales Associates with correctly completing new sales paperwork pursuant to prescribed processes
• Must keep current with the different processes used in each community
• Remains knowledgeable of the various types of loan programs, HOAs and any specific documentation requirements
• Schedules and manages all new home closings and changes to scheduled closings
• Mails customers closing letters and notifies all relevant parties of the closing
• Provides contract documents to lender and title company for escrow preparation
• Meets with buyers to receive earnest payments, secure signatures and answer inquiries
• Serves as a system expert (Ex. Sales Simplicity, DocuSign, FUB) to run reports, manage electronic buyer files, manage backlog and update the stages of escrow and coordinate releases as needed
• Maintains scheduled contact with buyers as determined by buyer contract timeline
• Delivers completed buyer files to Resident Services/Warranty ahead of the walkthrough
• Verifies completeness of New Home file, including sufficient copies of required documentation
• Notifies applicable parties of any missing documents, insurance or other issues that must be addressed before closing can be finalized
• Reviews required documents and sets up and maintains accurate records and files for new sales
• Processes earnest money deposits as applicable and works with accounting to ensure funds are properly recorded
• Verifies Co-Broke Participation and obtains signed participation forms
• Prepares Co-Broke Commission Calculation Forms and obtains signatures
• Works with Home To Sell programs and obtains Rebate Forms, if applicable
• Creates and emails all Buyer Correspondence as necessary to facilitate closings
• Creates and/or maintains a tracking system to monitor and ensure monthly escrow closing objectives
• Meets deadlines and prioritizes duties in a fast-paced environment while maintaining a professional, positive attitude
• Informs management team on a continual basis of any changes, potential problems or outstanding issues or concerns
• Enters and manages information in multiple platforms including but not limited to DocuSign, Buyer backlog, Sales Simplicity, Admin Database, Follow Up Boss etc.
• Meets or exceeds established Key Performance Indicators (KPIs)
• Verifies option prices and distributes requests to appropriate personnel for signatures
• Works with title companies and internals departments as needed to ensure accurate preparation of closing documents
• Obtains executed Change Options contract addendum prior to closing if third party financing is involved
• Prepares addendums or amendments to contracts as needed and secures signatures
• Prepares and enters daily and monthly reporting
• Updates Pricing (Base/Lot Premium/Incentives) as needed
• Ensures final sales prices are accurate with Escrow, Title, Sales, and Buyers
• Orders and delivers Surveys to Resident Services and the Title Company
• Obtains copies of CO as needed to satisfy lender requirements
• Attends sales and backlog meetings with Construction, Sales, Resident Services & Warranty representatives to review the status of upcoming closings
• Processes contract cancellations, issues refunds, and sends appropriate notifications
• Provides assistance to the Sales Administration Manager or Sales Manager as needed
• Ensures open communication with Resident Services and Warranty, Accounting and Escrow Departments, New Home Sales Associates, field associates, lenders, title companies, Construction Coordinator, and buyers is maintained at all times
• May perform administrative and office support activities be required to cross train for other positions within the sales organizational structure
• Communicates Effectively: Speaks, listens and writes in a clear, thorough and timely manner using appropriate and effective communication tools and techniques
• Focuses on Client Needs: Anticipates, understands, and responds to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters
• Fosters Teamwork: Works cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness
• Makes Decisions: Assesses situations to determine the importance, urgency and risks, and makes clear decisions which are timely and in the best interests of the organization
• Organization: Sets priorities, develops a task schedule, monitors progress towards goals, and tracks details/data/information/activities
• Plans: Determines strategies to move the organization forward, sets goals, creates and implements actions plans, and evaluates the process and results
• Solves Problems: Assesses problem situations to identify causes, gathers and processes relevant information, generates possible solutions, and makes recommendations and/or resolves the problem
• Performs all duties in adherence to OTOW standards
• Strives to maintain a safe working environment through the prevention of accidents, the preservation of equipment, and the achievement of safe working practices
• Maintains a positive and professional demeanor toward all residents, visitors and co-workers
• Performs other duties as assigned

Education and Experience:

• High School Diploma or equivalent required, Associates Degree preferred
• 2 years of experience in closing, real estate, or a mortgage related field required
• CRM computer experience preferred
• Home Building Industry experience strongly preferred

Skills and Knowledge:

• Must be able to read, write and understand English and have strong verbal and written communication skills
• Proficient computer and Microsoft Office software skills to prepare reports, memos, and documents
• Knowledge of the new home sales and closing documentation process preferred
• Customer service and service recovery skills required
• Must have a high level of attention to detail, be well organized, goal-oriented and have the ability to multi-task, prioritize and plan to accomplish tasks cross-functionally
• Must be goal oriented and have the ability to interpret sales metrics
• Ability to exhibit professionalism, including punctuality and attendance, at all times
• Ability to work effectively in a team setting and be able to efficiently to meet deadlines
• Ability to problem solve and exhibit stress tolerance

Personal Attributes:

• Strong interpersonal skills
• Honesty and integrity
• Self-starter and reliability
• Inquisitive, detail-oriented
• Team player
• Commitment to diversity, equity and inclusion

Organizational Relationships

Reports to: Contract Administration Manager

Supervises: None

Certifications and Licenses

A valid Florida Drivers License with acceptable driving history is required

Qualifications

Colen Built Development provides equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, Colen Built Development will provide reasonable accommodations for qualified individuals with disabilities.

* Drug free work place *