POH Transaction Coordinator

The Villages•Wildwood, FL

15h•Onsite

About The Position

Within the spirit of “Making People’s Dreams Come True”, this position is responsible for assisting The Villages with the administrative steps of our new purchase process. This position works with sales team members and customers alike to create and complete contracts with accuracy and speed from start to finish. This role is known for its attentiveness to detail, going above and beyond, eager learning, and adapting to rapid change with ease and positivity. This role acts as a liaison throughout, coordinating and communicating with the affiliated businesses and entities involved. Duties may include, but are not limited to, proof reading documents and information, data entry, filing, answering phones and emails, attending to walk up requests, along with other related administrative contract processing functions. These duties are accomplished while delivering Raving Fans customer service to both internal and external customers.

Requirements

High school diploma or GED required.
Minimum of two (2) years’ experience in a fast-paced, detail-oriented professional office environment where customer service, teamwork, and positive communication skills were keys to success.
Must be proficient with math calculations, highly organized, and can function well in a work environment where the workflow volume can change dramatically throughout the day; time management is paramount.
Must be proficient in Microsoft Office Suite.
The Contracts Department is open seven (7) days a week and the schedule include weekends.
Based on the demand of daily operations, the candidate must be open to working forty (40) plus hour weeks as called upon.

Nice To Haves

Prior experience working with AS400/ I-series or other CRM programs is a plus.

Responsibilities

Produce daily reports for the contracts department and sales team.
Enter computer data for our home purchase process in a timely and accurate manner.
Process and distribute contracts to appropriate internal departments and external entities.
Manage incoming phone calls and emails with professionalism and enthusiasm, relaying all applicable messages to appropriate parties.
Tend to walk up requests, giving the ultimate customer service experience.
Create and process all auxiliary documents to any contract; update files accordingly to ensure accuracy of information.
Receive, process, and verify accuracy of substantial contract deposits to accounting.
Perform job tasks in a professional and courteous manner to optimize positive customer service relations.
Proactively handle any arising issues and troubleshoots any emerging problems pre, post and during related processes.
Always maintain confidentiality due to the nature of the personal information and data this role handles.
Provide good communication to leadership, team members, and stakeholders throughout the process as necessary.
Utilize office computer, office equipment (copier, fax, etc.) and a host of other software applications, including Microsoft Office Suite and subsequent contract processing tools and software.
Attend special meetings, educational sessions and assist leadership with training team members when asked.
Assist the Contracts Team in their overall initiatives as requested.
All other duties as assigned.