Resales Coordinator

Firstservice-Residential; BLOOMINGTON (MN); On-site; USD 28,000 - 31,000; Full time

Benefits offered by this job

Benefits package

Vacation & sick leave

401k with company match

Job summary

FirstService Residential in Bloomington, MN seeks a Resales Coordinator to manage Estoppels and PUD certificates within Accounts Receivable. You will process updates, respond to lender inquiries, and coordinate with internal teams to ensure accurate, timely orders.

The role requires strong communication, attention to detail, and the ability to meet SLAs while handling high volumes. Hours may include occasional evenings or weekends; comprehensive benefits and a 401(k) with company match are

Qualifications

• Associate degree in Accounting, Business, or related field, or 3–5 years of related experience.
• Bachelor’s degree in accounting or business preferred.
• Strong verbal and written communication skills.
• Detail oriented with strong organizational and multi-tasking abilities.
• Proficient in Windows and Microsoft Office; able to navigate databases and research information.
• Ability to meet deadlines and work under pressure.
• Ability to work in a team environment as well as independently.

Responsibilities

• Review and monitor workflow queues; field high-volume requests from escrow providers, lenders, and clients by phone and email.
• Process orders via WelcomeLink for assigned accounts, including Resale Statements, Estoppel/Mortgage PUD certificates, and disclosures.
• Process Mortgage PUD orders and ensure accuracy of lender forms; obtain updates from property teams.
• Meet department SLAs and deliver products within the specified timeframe; communicate with field and client.
• Respond to inquiries from lenders and escrow representatives about association details and orders.
• Vet inquiries before forwarding to supervisor; escalate only after exhaust all options.

Skills

Communication skills

Attention to detail

Process improvement

Time management

Problem solving

Team work and independence

Deadline-driven

Education

Associate degree in Accounting/Business

Bachelor’s degree preferred

Tools

Windows & MS Office

Job description

Description

The Resales Coordinator role performs duties related to processing and delivering all Estoppels/Planned Unit Development (PUD) certificates as it relates to Accounts Receivable, within the limits of standard or accepted practice. The Coordinator will process updates, address lender inquiries, and work with internal departments across multiple markets to ensure accurate and timely processing of orders and requests.

Your Responsibilities

• Review, manage, and monitor workflow queues within approved systems, while fielding a high volume of requests from escrow providers, lenders, and clients by phone and email, responding in a professional and timely manner.
• Complete, review, and approve orders placed via WelcomeLink for assigned accounts. This includes Resale Statements of Account, Estoppel/Mortgage PUD certificates, lender questionnaires, and balance disclosures on bankruptcy accounts, judgment accounts, and accounts requiring review for additional costs or security deposits.
• Process Mortgage PUD orders and ensure the accuracy of lender forms. Work with property teams to obtain outstanding updates needed to complete accurate questionnaires.
• Meet department SLAs and deliver products within the timeframe specified on each order. Ensure accuracy through review and clear communication with both the field and the client.
• Respond to inquiries from lenders, escrow representatives, and registrants about association details and previously processed orders.
• Vet all inquiries before forwarding them to the department supervisor, exhausting all avenues to resolve a matter before escalating.
• Maintain and update association legal documents, budget packets, escrow disclosures, and Resale Package documents and forms in the WelcomeLink library. Periodically review them to ensure the information is current and accurate.
• Maintain and process records relating to property turnovers and system platform set-up.
• Understand the department's role in dealings with developers, lenders, and other external clients, and how those relationships affect future business. Demonstrate a high level of customer service and sensitivity toward all clients.
• Communicate inefficiencies, issues, or needed improvements to management, and assist with training as requested. Other duties may be assigned as required.
• Additional duties may be assigned from time to time.

Additional Responsibilities

• Practices and adheres to FirstService Residential Global Service Standards.
• Always conduct business with the highest standards of personal, professional and ethical conduct.
• Performs or assists with any operations required to maintain workflow and to meet schedules.
• May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain a specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
• Follows all policies and Standard Operating Procedures as instructed by Management.
• Performs any range of special projects, tasks and other related duties as assigned.

Skills & Qualifications

• Associate degree in Accounting, Business, or related field from an accredited college or university. or three to five years of related experience
• Bachelor’s degree in accounting or business preferred.
• Strong verbal and written communication skills.
• Demonstrates thoughtful leadership in creating efficiencies and process improvements.
• Detail oriented and strong organizational skills and multi-tasking skills.
• Project management experience with focus on process improvement
• Must have strong proficiency in Windows and Microsoft Office, including but not limited to word processing, spreadsheet maintenance, navigating in databases, record keeping and researching the Internet.
• Ability to work with sensitive or confidential information.
• Ability to meet deadlines and work well under pressure.
• Ability to work in a team environment as well as independently and be self-driven
• Critical thinking, financial acumen, problem solving, and decision-making abilities.

Physical Requirements

• Sitting at a desk; use of keyboard; movement within Corporate Office
• Ability to lift up to 30 lbs.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Hours over and above normal office hours may occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.

What We Offer

As a full-time non-exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, vision, EAP services, Life Insurance, and Long-Term Disability coverage. In addition, you will be eligible for vacation and sick time off benefits, 10 paid holidays, and a 401k with company match.

Compensation: $20 - $22.50 hourly

Disclaimer

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.

Automated Employment Decision Tool (AEDT) Usage

We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.

Job Qualifications and Characteristics Assessed: The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Alternative Selection Process or Reasonable Accommodations: Candidates who require an alternative selection process or a 'reasonable accommodation,' as defined under applicable disability laws, may make a request through our designated contact channel [e-mail].

Requesting Information About the AEDT - NYC Local Law 144: Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at [e-mail]; we will respond in accordance with Local Law 144, within 30 days.