Sr. Contracts Coordinator

Howard Hughes • Honolulu, HI

14h

About The Position

The Senior Contracts Coordinator is a national role responsible for administering and overseeing condominium and lot sales contracts from execution through closing. The position ensures transactions are accurately documented, compliant, and consistently tracked while maintaining data integrity and broker administration that support sales operations across regions. The role also supports special projects, reporting, and process documentation and serves as a liaison between Residential Sales and other departments or vendors. The successful candidate is responsive, organized, detail-oriented, proactive, able to work with minimal direction, and willing to travel as needed.

Requirements

• At least three years of customer service, administrative, or related experience, including working with clients and consultants.
• High school diploma or equivalent.
• Exceptional verbal and written communication skills, including proofreading and editing customer-facing communications, verifying links and data, and clearly documenting issues for internal teams and vendors.
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities, projects, and stakeholders accurately, urgently, accountably, and with a high level of customer care.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, and Outlook) and Adobe Acrobat Pro.
• Ability to learn new digital platforms, including CRM, email, project management, content, registration, and analytics tools.
• Working knowledge of real estate terminology and processes, and familiarity with marketing and digital workflows such as email marketing, website and form testing, digital quality assurance, content and collateral, project trackers, and basic campaign or engagement reporting.
• Ability to work independently and proactively with minimal supervision, follow detailed procedures while keeping the bigger picture in mind, and find solutions.
• Sound judgment, discretion, and confidentiality in business matters.
• Ability to build positive working relationships with colleagues at all levels, clients, and vendors, and to work in a team-oriented, fast-paced environment.
• Ability to meet sales deadlines, communicate and report in a timely and appropriate manner, and manage projects and people.
• Professional, approachable demeanor and a positive attitude, with willingness to learn.
• Ability to stand for extended periods, walk frequently, perform repetitive motions, and operate necessary equipment with manual dexterity.
• Ability to safely lift up to 30 pounds without injury.
• Flexibility to work varied shifts any day of the week, including weekends, evenings, and holidays, with possible extended hours during launches and overtime as required.

Nice To Haves

• Experience in real estate, escrow, or title.
• Experience supporting sales, marketing, customer experience, project coordination, events, or operations in a high-touch, customer-facing environment.
• Experience supporting multiple teams, product types, or properties at once.
• Four-year degree.
• Licensed real estate agent.
• Familiarity with Salesforce, Navan, and Coupa.
• Experience with website/CMS tools, email platforms, or marketing automation.

Responsibilities

• Coordinate contracts for all sales offerings from setup through closing, track transaction milestones, maintain accurate records, and ensure legal, regulatory, and company compliance.
• Receive and review fully executed purchase agreements; coordinate documentation and deposits with escrow; maintain documents and records in Salesforce; and provide copies to purchasers and buyer’s agents.
• Prepare and maintain complete contract files, verify required initials, signatures, dates, and documents, and follow up with Sales Executives and other parties on missing items.
• Review client-submitted documents; prepare amendments, assignment documents, and upgrade and options addenda for legal review and processing; and assist with condominium document packages and notices for new sales and amended documents for existing purchasers.
• Enter and verify information in Salesforce and perform regular quality assessments to maintain accurate data and good data hygiene.
• Prepare and facilitate Cooperating Broker agreements for each new sale and collect necessary paperwork from brokerage firms.
• Track agreements, W-9s, commission calculations, and payments in spreadsheets; work with Accounting to confirm payment information; and coordinate commission-check distribution and related thank-you communications through Sales Executives.
• At closing, audit the full file and submit it to the VP, Sales Operations for sign-off; provide a preliminary audit for the principal broker; submit sold information to the MLS; maintain MLS listings; and coordinate contract-file archiving.
• Plan and coordinate special projects related to unit sales, including storage and upgrade sales, resale analysis, sales offerings, training, and testing, in partnership with Residential Sales & Marketing.
• Take ownership of special projects, determine and carry out the tasks needed to complete them, and project-manage a team when required.
• Help maintain and continuously update the Sales Operations library of Standard Operating Procedures.
• Create and run Salesforce reports to audit deposits, financial data, and document receipts; weekly audit the Developer escrow report against Salesforce for deposit accuracy; and prepare other reports as requested by the EVP, Sales & Strategy or VP, Sales Operations.
• Meet weekly with Contracts Coordinators and the VP, Sales Operations to review activity, milestone tracking, and outstanding items.
• Act as a liaison between Residential Sales and other departments or vendors; support a unified operating model across condo and homesite sales by sharing information, coordinating handoffs, and standardizing administrative practices.
• Support the EVP, Sales & Strategy and VP, Sales Operations with special assignments and tasks as needed.
• Protect confidential customer, transaction, pricing, lead, and company information and exercise discretion in internal and external communications.
• Travel to and work in regional offices as needed.
• Perform other projects and duties as assigned.

Benefits

• Competitive, market-based compensation that rewards performance and supports career growth.
• Comprehensive benefits package focused on social, emotional, financial, and physical wellness.
• Competitive 401k plan.
• Generous PTO policy.
• Premium medical, dental, and vision coverage.
• Voluntary benefits for unexpected life events.
• Student loan assistance and stipends to assist with lifelong learning.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED