Sales Transaction Coordinator

Colen Built Development, LLC; Ocala (FL); Presencial; USD 42.000 - 56.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Paid Time Off after 90 days

Vacation Time

Fitness Membership Discount

Medical benefits after 90 days

Life insurance policy

Employee Referral Program

Employee Assistance Program

Telehealth

Educational Assistance

Descripción de la vacante

Colen Built Development, LLC is seeking a Sales Transaction Coordinator to organize new home purchase transactions and closings. You will coordinate documents among buyers, lenders, appraisers, insurers, and title companies, ensuring timely closings and accurate file management.

The role requires attention to detail, strong communication, and proficiency with CRM systems and closing documentation. A Florida Driver's license and real estate familiarity are beneficial.

Formación

• Strong written and verbal communication skills in English.
• Detail-oriented with ability to multi-task and meet deadlines.
• Experience in closing, real estate, or mortgage-related field preferred.

Responsabilidades

• Maintains new home buyer files and supporting documents.
• Ensures contracts and documents are executed and signatures secured.
• Schedules and manages all closings, coordinating with lenders and title companies.
• Mails closing letters and notifies relevant parties of closures.
• Helps with reports, buyer backlog, and keeps escrow/closing stages updated.

Conocimientos

CRM software

DocuSign

Sales Simplicity

Educación

High School Diploma or equivalent

Associates Degree preferred

Herramientas

DocuSign

Sales Simplicity

Follow Up Boss

Descripción del empleo

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!Benefits of being part of our World:Paid Time Off & Holidays after 90 daysVacation TimeFitness Membership DiscountEligible for Medical benefits after 90 daysCompany paid life insurance policyEmployee Referral ProgramEmployee Assistance ProgramTelehealthEducational AssistanceThe 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.Responsibilities:Maintains New Home buyer files and supporting documentsPerforms quality assurance to ensure that all buyer files are complete and accurateEnsures contract and supplemental documents are properly executed and accounted for and secures signatures where neededAssists Sales Associates with correctly completing new sales paperwork pursuant to prescribed processesMust keep current with the different processes used in each communityRemains knowledgeable of the various types of loan programs, HOAs and any specific documentation requirementsSchedules and manages all new home closings and changes to scheduled closingsMails customers closing letters and notifies all relevant parties of the closingProvides contract documents to lender and title company for escrow preparationMeets with buyers to receive earnest payments, secure signatures and answer inquiriesServes 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 neededMaintains scheduled contact with buyers as determined by buyer contract timelineDelivers completed buyer files to Resident Services/Warranty ahead of the walkthroughVerifies completeness of New Home file, including sufficient copies of required documentationNotifies applicable parties of any missing documents, insurance or other issues that must be addressed before closing can be finalizedReviews required documents and sets up and maintains accurate records and files for new salesProcesses earnest money deposits as applicable and works with accounting to ensure funds are properly recordedVerifies Co-Broke Participation and obtains signed participation formsPrepares Co-Broke Commission Calculation Forms and obtains signaturesWorks with Home To Sell programs and obtains Rebate Forms, if applicableCreates and emails all Buyer Correspondence as necessary to facilitate closingsCreates and/or maintains a tracking system to monitor and ensure monthly escrow closing objectivesMeets deadlines and prioritizes duties in a fast-paced environment while maintaining a professional, positive attitudeInforms management team on a continual basis of any changes, potential problems or outstanding issues or concernsEnters 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 signaturesWorks with title companies and internals departments as needed to ensure accurate preparation of closing documentsObtains executed Change Options contract addendum prior to closing if third party financing is involvedPrepares addendums or amendments to contracts as needed and secures signaturesPrepares and enters daily and monthly reportingUpdates Pricing (Base/Lot Premium/Incentives) as neededEnsures final sales prices are accurate with Escrow, Title, Sales, and BuyersOrders and delivers Surveys to Resident Services and the Title CompanyObtains copies of CO as needed to satisfy lender requirementsAttends sales and backlog meetings with Construction, Sales, Resident Services & Warranty representatives to review the status of upcoming closingsProcesses contract cancellations, issues refunds, and sends appropriate notificationsProvides assistance to the Sales Administration Manager or Sales Manager as neededEnsures 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 timesMay perform administrative and office support activities be required to cross train for other positions within the sales organizational structureCommunicates Effectively: Speaks, listens and writes in a clear, thorough and timely manner using appropriate and effective communication tools and techniquesFocuses on Client Needs: Anticipates, understands, and responds to the needs of internal and external clients to meet or exceed their expectations within the organizational parametersFosters Teamwork: Works cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectivenessMakes Decisions: Assesses situations to determine the importance, urgency and risks, and makes clear decisions which are timely and in the best interests of the organizationOrganization: Sets priorities, develops a task schedule, monitors progress towards goals, and tracks details/data/information/activitiesPlans: Determines strategies to move the organization forward, sets goals, creates and implements actions plans, and evaluates the process and resultsSolves Problems: Assesses problem situations to identify causes, gathers and processes relevant information, generates possible solutions, and makes recommendations and/or resolves the problemPerforms all duties in adherence to OTOW standardsStrives to maintain a safe working environment through the prevention of accidents, the preservation of equipment, and the achievement of safe working practicesMaintains a positive and professional demeanor toward all residents, visitors and co-workersPerforms other duties as assignedEducation and Experience:High School Diploma or equivalent required, Associates Degree preferred2+ years of experience in closing, real estate, or a mortgage related field requiredCRM computer experience preferredHome Building Industry experience strongly preferredSkills and Knowledge:Must be able to read, write and understand English and have strong verbal and written communication skillsProficient computer and Microsoft Office software skills to prepare reports, memos, and documentsKnowledge of the new home sales and closing documentation process preferredCustomer service and service recovery skills requiredMust 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-functionallyMust be goal oriented and have the ability to interpret sales metricsAbility to exhibit professionalism, including punctuality and attendance, at all timesAbility to work effectively in a team setting and be able to efficiently to meet deadlinesAbility to problem solve and exhibit stress tolerancePersonal Attributes:Strong interpersonal skillsHonesty and integritySelf-starter and reliabilityInquisitive, detail-orientedTeam playerCommitment to diversity, equity and inclusionOrganizational RelationshipsReports to: Contract Administration ManagerSupervises: NoneCertifications and LicensesA valid Florida Drivers License with acceptable driving history is requiredColen Built Development provides equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, Colen Built Development will provide reasonable accommodations for qualified individuals with disabilities.* Drug free work place *