Transaction Coordinator

The Villages; Florida; On-site; USD 32,000 - 46,000; Full time

Benefits offered by this job

Medical (HSA/FSA), Dental, and Vision

401k and/or ROTH

PTO & Paid Holidays

Basic Life & AD&D

The Villages® Charter School eligiblty

and much more!

Job summary

The Villages is seeking a detail-oriented Contracts Administrative Specialist to support the new purchase process. You will produce reports, enter data, process contracts, manage calls and emails, and ensure accurate documents while delivering excellent customer service.

This on-site, full-time role requires a high school diploma, 2+ years in a fast-paced office, strong math and Microsoft Office skills, and willingness to work 40+ hours including weekends.

Qualifications

• High school diploma or GED required.
• Minimum of two years’ experience in a fast-paced office environment.
• Must be proficient in math calculations and highly organized.
• Proficient in Microsoft Office Suite.
• Experience with AS400/I-series CRM is a plus.
• Ability to work forty hours per week, including weekends as needed.

Responsibilities

• Produce daily reports for the contracts department and sales team.
• Enter data for the home purchase process accurately and timely.
• Process and distribute contracts to internal departments and external entities.
• Manage incoming phone calls and emails professionally.
• Attend to walk-up requests and provide excellent customer service.
• Create and process all auxiliary documents to any contract.
• Receive, process, and verify substantial contract deposits for accounting.
• Maintain confidentiality and communicate with leadership and stakeholders as needed.
• Assist Contracts Team and participate in trainings.
• All other duties as assigned.

Skills

Attention to detail

Customer service

Time management

Communication

Education

High school diploma or GED

Tools

Microsoft Office Suite

AS400 / I-series CRM

Job description

Within the spirit of “Making People’s Dreams Come True”, this position is responsible for assisting The Villages with the administrative steps of our new purchase process. This position works with sales team members and customers alike to create and complete contracts with accuracy and speed from start to finish. This role is known for its attentiveness to detail, going above and beyond, eager learning, and adapting to rapid change with ease and positivity. This role acts as a liaison throughout, coordinating and communicating with the affiliated businesses and entities involved. Duties may include, but are not limited to, proof reading documents and information, data entry, filing, answering phones and emails, attending to walk up requests, along with other related administrative contract processing functions. These duties are accomplished while delivering Raving Fans customer service to both internal and external customers.

Full Time, On Site Position

Benefits for full-time eligible positions:

• Medical (HSA/FSA), Dental, and Vision Insurance
• 401k and/or ROTH
• PTO & Paid Holidays
• Basic Life & AD&D
• The Villages® Charter School eligibility
• and much more!

Responsibilities:

• Produce daily reports for the contracts department and sales team.
• Enter computer data for our home purchase process in a timely and accurate manner.
• Process and distribute contracts to appropriate internal departments and external entities.
• Manage incoming phone calls and emails with professionalism and enthusiasm, relaying all applicable messages to appropriate parties.
• Tend to walk up requests, giving the ultimate customer service experience.
• Create and process all auxiliary documents to any contract; update files accordingly to ensure accuracy of information.
• Receive, process, and verify accuracy of substantial contract deposits to accounting.
• Perform job tasks in a professional and courteous manner to optimize positive customer service relations.
• Proactively handle any arising issues and troubleshoots any emerging problems pre, post and during related processes.
• Always maintain confidentiality due to the nature of the personal information and data this role handles.
• Provide good communication to leadership, team members, and stakeholders throughout the process as necessary.
• Utilize office computer, office equipment (copier, fax, etc.) and a host of other software applications, including Microsoft Office Suite and subsequent contract processing tools and software.
• Attend special meetings, educational sessions and assist leadership with training team members when asked.
• Assist the Contracts Team in their overall initiatives as requested.
• All other duties as assigned.

Education & Experience Requirements:

• High school diploma or GED required.
• Minimum of two (2) years’ experience in a fast-paced, detail-oriented professional office environment where customer service, teamwork, and positive communication skills were keys to success.
• Must be proficient with math calculations, highly organized, and can function well in a work environment where the workflow volume can change dramatically throughout the day; time management is paramount.
• Must be proficient in Microsoft Office Suite.
• Prior experience working with AS400/ I-series or other CRM programs is a plus.
• The Contracts Department is open seven (7) days a week and the schedule include weekends. Based on the demand of daily operations, the candidate must be open to working forty (40) plus hour weeks as called upon.