Sales Office Administrator

Roberts Resorts & Communities•Austin, TX

About The Position

As the Sales Office Administrator for Roberts Communities, you will oversee the administrative operations of the sales office, supporting Sales Managers in optimizing home sales processes. Key responsibilities include managing accounts, ensuring contract documentation compliance, coordinating move-in processes, and providing exceptional customer service. This role demands strong organizational skills, attention to detail, effective communication abilities, and proactive leadership to drive sales team success and enhance customer satisfaction. About Roberts Resorts & Communities: This company operates nationally and is growing by the day. At Roberts Resorts & Communities, we're on a mission to build community and fulfilling dreams. Through our core values of resourcefulness, integrity, passion, and epic customer service, we're dedicated to making a difference in the lives of 30,000 people. If you're passionate about creating meaningful impact, thrive in a culture of integrity, and are committed to delivering exceptional service, we invite you to join us in turning visions into reality and shaping a brighter future together.

Requirements

Financial Management: Ability to manage accounts payable/receivables, balance petty cash accounts, and initiate payments for back taxes or bank liens.
Documentation and Compliance: Proficiency in documenting contracts accurately and ensuring compliance with regulatory requirements such as TDHCA and MVD regulations.
Organizational Skills: Capacity to maintain organized paper and digital files, update records systematically, and coordinate various tasks effectively using tools like Smartsheet.
Customer Service: Commitment to delivering excellent customer service through Warranty closings, assisting residents with move-in procedures, and responding promptly to inquiries or concerns.
Communication: Strong verbal and written communication skills to liaise with internal stakeholders (Sales Managers, Project Managers, Community Managers) and external parties (customers, state agencies).
Attention to Detail: Keen eye for detail to verify document accuracy, ensure compliance, and conduct thorough research on back taxes or other financial matters.
Interpersonal Skills: Ability to build positive relationships with current and prospective residents, promote community engagement, and collaborate effectively with team members.
Problem-Solving: Capacity to identify and resolve issues related to contracts, payments, or compliance, and proactively address challenges in the sales and move-in process.
Sales Support: Willingness to assist Sales Managers in various aspects of sales operations, including coordinating lease signings, stocking sales aids, and organizing special events.
Initiative and Adaptability: Demonstrated initiative to take ownership of tasks, adapt to changing priorities, and contribute to the overall success of the sales team and Roberts Communities.
High School diploma or GED required. Completion of 2 years of college preferred.
Minimum of 5 years of office administration experience.
Professional phone demeanor when interacting with customers. Strong verbal and written communication skills.
Language Proficiency: Ability to fluently read, write, and speak English and Spanish.
Must possess a valid Driver’s License.
Familiarity with basic accounting principles.
Proficient in MS Office applications such as Word, Excel, and Outlook.
Ability to work effectively both independently and as part of a team.
Constantly sit, talk, or hear; Frequently use hands.
Manual dexterity for handling paperwork and using office equipment.
Clear vision and hearing for reviewing documents and communicating effectively.
Capability to lift up to 10 pounds.

Nice To Haves

Experience with property management software such as Rent Manager, Yardi, or similar platforms would be advantageous.

Responsibilities

Managing accounts payable/receivables across all locations.
Ensuring thorough documentation and dissemination of contracts to relevant personnel (e.g., First Bank, CFO, VP-Sales).
Updating physical and digital files, utilizing tools like Smartsheet.
Conducting Warranty closings with residents prior to home occupancy.
Submitting requisite documents to corporate offices, factories, staff, customers, and state agencies for new home move-ins and pre-owned properties (e.g., Form T, SOL, HUD Warranty Cards).
Ensuring all home files adhere to 100% compliance with TDHCA and MVD regulations.
Verifying and facilitating proper transfer of SOs and MVD titles to homeowners through Smartsheet.
Researching and confirming payment of back taxes on pre-owned homes.
Initiating payments to clear back taxes and/or bank liens.
Coordinating move-in dates with Project Managers and ensuring homes are fully prepared for occupancy.
Achieving a rating of 8-10 on the Roberts CSI survey by leveraging available tools.
Collaborating with community managers to schedule lease signings for new customers.
Maintaining cleanliness and presentation of sales offices, and ensuring stocked refrigerators.
Creating and distributing gift baskets for new move-in customers.
Balancing petty cash accounts at all locations.
Assisting in transitioning prospective residents from the 'sales' phase to becoming community residents.
Stocking brochures, folders, and sales aids at all properties.
Partnering with Sales Managers to organize special events aimed at boosting sales.
Cultivating interest in Roberts Communities through positive interactions and fostering strong relationships with current residents to encourage referrals.
Collaborating closely with sales managers to optimize sales performance.