Sales & Closing Coordinator

Smith Douglas Homes•Fairhope, AL

10d•Onsite

About The Position

Smith Douglas Homes is seeking a Sales and Closing Coordinator for its Gulf Coast division. Based on-site at the Baldwin County division office in Fairhope, Alabama, the role provides administrative and operational support to Sales Agents and Sales Management. It includes contract and listing administration, sales-office support, coordination and tracking of home closings, and office services. The company describes its culture as collaborative, accountable, supportive, and focused on continuous improvement, and offers a competitive benefits package and a family-type work environment. The position also supports office operations, including stocking work areas for new hires, ordering and processing office and facility supplies, and assisting with special projects such as permit acquisition, Build Order map updates, and marketing functions. Employment is contingent on successful completion of a background check and drug screening; Smith Douglas Homes is a certified Drug Free Workplace.

Requirements

High school diploma.
Microsoft Office skills.
CRM experience.
Internet skills.
Reading, writing, and basic math skills.
Good communication skills.
Ability to foster teamwork.
Initiative and ability to influence others.
Customer-oriented and detail-oriented approach.
Ability to prioritize multiple tasks.

Nice To Haves

AREC contract compliance experience.
Previous real estate listing management experience.
Previous closing coordination experience.
Homebuilding experience.

Responsibilities

Review and administer sales contracts, balancing contract details with the SMART system, exhibits, and selections.
Receive and process Good Faith Deposits for sales contracts.
Ensure agent information is accurately reflected in SMART.
Assist agents with cancellations and change orders.
Process VPOs for change orders and inventory homes daily.
Create and maintain digital and hard-copy house files for pre-sales, spec homes, and homeowner packets.
Assist with organizing and hosting sales meetings as needed.
Manage office supply ordering so Sales staff have the tools, supplies, and equipment needed onsite or while working remotely.
Conduct regular listing audits across Multiple Listing Services, the Smith Douglas Homes website, and SMART.
Upload and manage images for listed homes as needed.
Coordinate current incentives and ensure their disclosure in Multiple Listing Services as needed.
Maintain receipts and assign cost codes for monthly reconciliation of Visa charges and Sales-related invoices.
Maintain a scheduling calendar for agents and hostesses.
Process closing schedule reports through SMART 45 days before closing.
Coordinate scheduling and rescheduling of closings between Onsite Sales Agents and the Closing Attorney.
Keep information on scheduled closing status current.
Prepare weekly, monthly, and quarterly reports as needed to track divisional closings.
Manage closing schedules across SMART and the Closing Calendar.
Approve HUDs and CSSs by checking Builder office files for completeness and obtaining missing information.
Coordinate homeowner key and mailbox key delivery, as well as delivery of special items required for closing.
Track closing-table survey results.
Ensure prompt utility service disconnection after closing.
Stock work areas for new hires.
Order and deliver office, break-room, kitchen, and bathroom supplies to internal office staff; verify invoices against deliveries and process payment with appropriate department coding.
Assist with special projects as directed, including permit acquisition, Build Order map updates, and marketing functions.