Sales Transaction Coordinator

ON TOP OF THE WORLD COMMUNITIES LLC•Ocala, FL

17d

About The Position

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! 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.

Requirements

High School Diploma or equivalent required, Associates Degree preferred
2+ years of experience in closing, real estate, or a mortgage related field required
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
Strong interpersonal skills
Honesty and integrity
Self-starter and reliability
Inquisitive, detail-oriented
Team player
Commitment to diversity, equity and inclusion
A valid Florida Drivers License with acceptable driving history is required

Nice To Haves

CRM computer experience preferred
Home Building Industry experience strongly preferred

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