Contract Administrator/Homebuyer Coordinator

Contract Administrator/Homebuyer Coordinator

Supervisor Title: Senior New Home Sales Assistant

Purpose: To properly meet and greet customers in a professional manner and provide support functions for the sales staff. To be very service oriented and strive to make customers, purchasers and current homeowners/residents feel welcome.

Key Responsibilities and Accountabilities:

• Able to apply principals of logical thinking to a variety of practical situations and accurately follow standardized procedures or processes;
• Aids the team effort in every way possible & acts in the best interest of the company;
• Flexibility with schedule for customers and/or company needs;
• Be able to professionally communicate in person, over the telephone and in email with customers;

• Follow up with customers to obtain information needed, related to contract; follow up throughout build and up to closing to keep customer informed;
• Communication with Title company to provide updates to customer;
• Communication with Lender to provide any documents needed up to closing;

• Prepare contracts and all internal documents per the Sales Order Checklist;
• Send Sales Celebration;
• Update Sales Touch;
• Process contracts to Coconut Creek via Fed Ex, including making a hard copy for the office and scan to J:/drive;
• Process Deposits;
• Complete all outstanding items on the Weekly Aging Report with the exception of design related items;
• Prepare all New Homeowner closing packets/closing gift bags, keys, garage door openers.
• Set up home with TP, water and confirm bow is on front door;
• Escort buyers to their new home after closing and take closing photos;
• Provide copies of executed P.A.’s, addendums and OMA’s to customers, brokers etc.
• Other duties within the scope, spirit and purpose of the job, as requested by management;
• Keep Director of Sales informed with daily sales activities.

Core Competencies:

Quality - Is attentive to detail and accuracy, is committed to excellence, looks for improvements continuously, monitors quality levels, finds root cause of quality problems, owns/acts on quality problems.

Dependability - Meets commitments, works independently, accepts accountability, handles change, sets personal standards, stays focused under pressure, meets attendance/punctuality requirements.

Teamwork - Meets all team deadlines and responsibilities, listens to others and values opinions, helps team leader to meet goals, welcomes newcomers and promotes a team atmosphere.

Work Environment / Safety - Promotes mutual respect, keeps workplace clean and safe, supports safety programs.

Job Knowledge - Understands duties and responsibilities, has necessary job knowledge, has necessary technical skills, understands company mission/values, keeps job knowledge current, is in command of critical issues.

Customer Service - Handles customer questions and complaints, communicates with customers, handles service problems politely and efficiently, always available for customers, follows procedure to solve customer problems, understands company products and services, maintains pleasant and professional image.

Initiative - Tackles problems and takes independent action, seeks out new responsibilities, acts on opportunities, generates new ideas, practices self-development.

Vision and Values - Supports company values in daily actions and decisions, communicates vision and values to others, generates enthusiasm, incorporates vision when planning.