Business Mgr 3 Retail

Palm Harbor Homes; Tulsa (OK); On-site; USD 52,000 - 76,000; Full time

Job summary

Palm Harbor Homes is seeking a detail‑driven Deals Coordinator to manage the lifecycle of home deal files from intake to closing. You will coordinate with the General Manager and Finance Manager, ensure complete documentation, and prepare deals for closing with accuracy and timely delivery.

You will also oversee contractor bids, cost worksheets, and commissions, maintain deal tracking in internal systems, and communicate with customers, lenders, and vendors to meet milestones and quality

Qualifications

• Experience coordinating cross-functional teams and deadlines.
• Strong documentation and closing coordination required.
• Familiarity with internal deal-tracking systems (e.g., ProSys).

Responsibilities

• Receive and manage original deal files from the General Manager after deal approval
• Coordinate with General Manager and Finance Manager to initiate deal processing
• Ensure all documentation is complete and accurate from the outset
• Partner with Finance Manager to prepare deals for closing
• Compile and submit contractor bids
• Prepare Cost Worksheets and Commission Sheets prior to closing
• Verify all financials align with approved deal structure and profitability targets
• Serve as primary contact for contractors and vendors

Skills

Organizational skills

Project management

Communication

Attention to detail

Multitasking

Problem-solving

Financial acumen

Job description

• Receive and manage original deal files from the General Manager after deal approval
• Coordinate with General Manager and Finance Manager to initiate deal processing
• Ensure all documentation is complete and accurate from the outset
• Partner with Finance Manager to prepare deals for closing
• Compile and submit all contractor bids (“hard bids”)
• Prepare Cost Worksheets and Commission Sheets prior to closing
• Verify all financials align with approved deal structure and profitability targets

Key Responsibilities

Deal Intake & Coordination

• Receive and manage original deal files from the General Manager after deal approval
• Coordinate with General Manager and Finance Manager to initiate deal processing
• Ensure all documentation is complete and accurate from the outset

Financial Oversight & Closing Preparation

• Partner with Finance Manager to prepare deals for closing
• Compile and submit all contractor bids (“hard bids”)
• Prepare Cost Worksheets and Commission Sheets prior to closing
• Verify all financials align with approved deal structure and profitability targets

Contractor & Project Management

• Serve as the primary point of contact for all contractors
• Obtain and evaluate bids; coordinate project scope and timelines
• Schedule all construction and manage timelines to meet closing deadlines
• Conduct regular (weekly or more frequent) check-ins with contractors
• Ensure all work is completed as agreed and on schedule

Customer & Vendor Communication

• Communicate directly with customers to provide updates and obtain approvals
• Facilitate Cost Worksheet approval via email or fax
• Coordinate with lenders and vendors to ensure timely completion of all requirements

Quality Control & Compliance

• Order and manage required site checks and inspections
• Verify completion of work through photos and required documentation
• Monitor vendor billing and report discrepancies immediately
• Review all customer information for accuracy prior to closing
• Process and scan original customer files to corporate in compliance with company standards

Closing Coordination

• Prepare all closing documents
• Schedule closings with customers and title companies
• Ensure all conditions are met prior to closing
• Authorize or coordinate key release to customer upon completion

Systems & Reporting

• Maintain accurate inventory and records using internal systems (e.g., ProSys)
• Enter Purchase Orders and build homes/projects in system upon order confirmation
• Maintain daily deal tracking and update statuses consistently
• Use deal tracker in daily communication with General Managers

Administrative & Operational Support

• Submit finalized Cost Worksheets to General Manager (and Regional VP as required)
• Serve as backup for time management functions in UKG
• Assist with employee status change forms and administrative processes as needed

Key Skills & Competencies

• Strong organizational and project management skills
• Excellent communication and coordination abilities
• High attention to detail and accuracy
• Ability to manage multiple projects and deadlines simultaneously
• Problem-solving and decision-making skills
• Financial and operational acumen

Success Metrics

• Deals closed on time and within budget
• Accuracy of cost and commission documentation
• Contractor performance and timeline adherence
• Customer satisfaction and communication effectiveness
• Compliance with internal processes and documentation standards