Sales Transaction Coordinator

ON TOP OF THE WORLD COMMUNITIES LLC•Ocala, FL

13d

About The Position

The Sales Transaction Coordinator coordinates new-home purchase transactions and closings for Colen Built Development and its communities. The role supports timely, accurate processing of transaction documents among buyers, lenders, appraisers, insurance providers, title companies, and internal departments. It helps achieve monthly, quarterly, and annual closing projections by tracking transactions, identifying potential issues, and helping resolve or minimize delays. The coordinator maintains and verifies buyer files, prepares and tracks contracts and related documents, coordinates closing schedules, processes earnest money and cancellations, and communicates with buyers and other parties. The position uses multiple sales and document-management platforms, prepares records and reports, and works closely with sales, construction, resident services, warranty, accounting, and escrow teams. The role may also provide administrative and office support and cross-train for other positions in the sales organization.

Requirements

High school diploma or equivalent required.
At least 2 years of experience in closing, real estate, or a mortgage-related field required.
Valid Florida driver's license with an acceptable driving history required.
Ability to read, write, and understand English, with strong verbal and written communication skills.
Proficiency with computers and Microsoft Office software for preparing reports, memos, and documents.
Customer service and service-recovery skills.
Strong attention to detail, organization, goal orientation, and ability to multitask, prioritize, and plan cross-functional work.
Ability to interpret sales metrics, work effectively in a team, meet deadlines, solve problems, and tolerate stress.
Professionalism, including punctuality and attendance.
Strong interpersonal skills, honesty and integrity, self-starting behavior, reliability, curiosity, and a team-oriented approach.

Nice To Haves

Associate degree preferred.
CRM computer experience preferred.
Home-building industry experience strongly preferred.
Knowledge of the new-home sales and closing documentation process preferred.

Responsibilities

Maintain new-home buyer files and supporting documentation, and perform quality checks to ensure files are complete and accurate.
Ensure contracts and supplemental documents are properly completed, executed, accounted for, and signed where needed.
Assist Sales Associates with completing new-sales paperwork according to prescribed processes and stay current on the processes used in each community.
Maintain knowledge of loan programs, homeowners associations, and related documentation requirements.
Schedule and manage new-home closings and changes to scheduled closings; send closing letters and notify relevant parties.
Provide contract documents to lenders and title companies for escrow preparation.
Meet with buyers to receive earnest payments, obtain signatures, and respond to inquiries.
Use sales and document systems to run reports, manage electronic buyer files and backlog, update escrow stages, and coordinate releases.
Maintain scheduled contact with buyers according to their contract timelines.
Deliver completed buyer files to Resident Services/Warranty before the walkthrough and verify that required documentation and copies are present.
Notify relevant parties of missing documents, insurance, or other issues that must be resolved before closing.
Review required documents and establish and maintain accurate sales records and files.
Process earnest money deposits and coordinate with accounting to ensure funds are properly recorded.
Verify co-broker participation, obtain signed participation forms, and prepare co-broker commission calculation forms for signature.
Coordinate Home To Sell programs and obtain rebate forms when applicable.
Create and send buyer correspondence as needed to facilitate closings.
Create or maintain a tracking system for monthly escrow closing objectives.
Meet deadlines and prioritize work in a fast-paced environment while maintaining a professional, positive attitude.
Keep management informed of changes, potential problems, outstanding issues, and concerns.
Enter and manage information in multiple platforms, including DocuSign, Buyer Backlog, Sales Simplicity, Admin Database, and Follow Up Boss.
Meet or exceed established key performance indicators.
Verify option prices and route requests to appropriate personnel for signatures.
Work with title companies and internal departments to ensure closing documents are prepared accurately.
Obtain executed change-options contract addenda before closing when third-party financing is involved.
Prepare contract addenda or amendments as needed and obtain signatures.
Prepare and enter daily and monthly reports; update base pricing, lot premiums, and incentives as needed.
Ensure final sales prices are accurate across escrow, title, sales, and buyers’ orders.
Order and deliver surveys to Resident Services and the title company, and obtain certificates of occupancy as needed for lender requirements.
Attend sales and backlog meetings with Construction, Sales, Resident Services, and Warranty representatives to review upcoming closings.
Process contract cancellations, issue refunds, and send appropriate notifications.
Assist the Sales Administration Manager or Sales Manager as needed.
Maintain open communication with Resident Services and Warranty, Accounting and Escrow, New Home Sales Associates, field associates, lenders, title companies, the Construction Coordinator, and buyers.
Provide administrative and office support and cross-train for other positions within the sales organization as required.
Communicate clearly and promptly, focus on client needs, foster teamwork, make timely decisions, organize and plan work, and solve problems.
Perform duties in adherence to OTOW standards, help maintain a safe working environment, and maintain a positive, professional demeanor toward residents, visitors, and coworkers.
Perform other duties as assigned.