OBJECTIVE: Enthusiastic and committed hybrid Contract Administrator/Onsite Coordinator looking for a position using strong communication and organizational skills. Experience in sales contract coordination, escrow management and general administrative support for a residential new development project.
Contract/Closing Administrator Responsibilities:
- Audit contracts received from sales staff, and ensure that all contract requirements are satisfied before presenting purchase agreements to the developer.
- Correspond with mortgage brokers, paralegals, and developer on daily challenging circumstances and collaborate on providing resolutions.
- Act as primary liaison between office, brokers, and clients for all concerns such as contract deposits, walk-through appointments, real estate appraisal questions, and commission structures and payments.
- Responsible for converting reservation agreements into purchase agreements as well as collecting contract deposits.
- In charge of alerting the escrow company of impending wires and allocation of funds, as well as providing them with copies of contracts, and buyer’s respective W9 or W8 forms.
- Coordinate property closings, and approve closing statements.
- Act as an intermediary in negotiations between buyer and seller.
- Provide respective developer with monthly contract transmittal and sales reports.
- Legal knowledge is a requirement; must be familiar with Florida new development contracts and condominium documents.
- Conduct ongoing market specific studies and competitive market pipeline research
- Assist with all miscellaneous coordination tasks including, but not limited to sales gallery upkeep, client follow-up and collateral dissemination, event planning outside vendors and production companies, and coordination with the sales team
- Tracking and dissemination of Offering Plans and all associated amendments
DUTIES AT RESERVATION
- Set up reservation files and paperwork
- Manage inventory with sales manager
- Audit reservation agreements as they come in.
- Follow up with agents on any missing information in the file
- Update Res Log and Pending Report daily
- Claim incoming wires with Title Company and collect deposit checks for processing
- Record all Notice of Deposits for Escrow agent
- Prepare completed reservation agreement files for developer signing
- Scan all signed documents to agents and buyers
- Input signed reservation agreement information into Spark
DUTIES AT CONTRACT
- Prepare contract files and paperwork when ready to convert (this will include condo doc receipts, floor plans and all other necessary paperwork)
- Update Contract conversion report daily
- Keep track of FedEx contracts sent out for signing
- Collect monies due as per deposit structure
- Record all Notice of Deposits for Escrow agent
- Prepare completed contract agreement files for developer signing
- Process broker payments
- Audit contract agreements as they come in, follow up with agents on any missing information or paperwork in the file
- Copy and Scan/Mail all executed documents to agent, buyer and outside broker
- Update CRM Spark with status changes DUTIES AT CLOSING:
- Prepare closing paperwork.
- Coordinate client walk thru
- Coordinate escrow transfer to closing agent
- Act as liaison between buyer, developer and closing agent
- Process all closing documents
- Process broker payments
- Update Closing Conversion report daily
ONE MONTH PRIOR TO ESTIMATED CONVERSION DATE
- Follow up with buyers / brokers on all contact information (this process should start at a minimum of 30 days prior to contract or sooner if we know exactly when we are converting)
- Update e-condos with copies of all contract paperwork so its auto-generated for printing
2 WEEKS PRIOR TO ESTIMATED CONVERSION DATE
- Ordering of supplies such as paper, “sign here” flags, and FedEx mailing envelopes
- Uploading of buyer addresses to FedEx Online Database for printing of air bills (we will be placing a prepaid return envelope in the package
- 1 Week prior to estimated conversion date:
- Contract Admin conversion meeting/ training of process with 2 assistants (Sales assistant, DE personnel & Receptionist)
- Start the printing and auditing of contracts to be sent out the following week
- Preparation of the following reports: Contract Conversion Report (will track our sellout conversion rate), Contract Status Pending Report (will report agent notes on deals pending return of signed contract), Contract FedEx Tracking Report (linked with Status Pending Report, will detail the tracking from FedEx on each package), Contract Audit Report (will indicate those deals and that returned incomplete and what is missing/pending from the file)
WEEK 1 OF CONVERSION
- Once contract is cleared by management, make copies necessary for buyers and our documentation, flag the signatures, prepare the air bills and packages for sending
- Coordinate the daily pick up and drop off with FedEx
- Start the contract conversion and contract audit reports based on any deals that are returned that same week and moving forward this will be updated daily
- Claiming of wires and/or processing of 2nd deposit received
WEEK 2 + OF CONVERSION
- Start the tracking report and pending status conversion based on any deals that are still
lingering from the week before… this will be updated weekly
- Continuation of payment processing
- Scheduling with developer to sign fully executed contracts
WEEK 3 + OF CONVERSION:
- Once all contracts are out our sole focus will be to convert all units to contract status
ASAP
- Once contracts are fully executed by the developer, a copy will be scanned to the crm Spark and the buyer/broker will be emailed copies
- Preparation for paying brokers their initial payment needs to start within the 3rd week of the conversion process, the estimated pay day for brokers is 20 days after the contract goes hard.
Office Administrator Responsibilities:
GENERAL
- Support the Sales Director, Sales Executives and other staff/ perform receptionist functions
- Input and update information in CRM Spark
- Prepare daily and weekly traffic reports
- Serve as first line at the project, responding to phone and email inquiries and booking and confirming appointments, providing meaningful follow up, ongoing engagement and support for all client ad client-broker inquiries
- Greet, visitors and the general public
- Offer and prepare coffee and refreshments
- Maintain the general filing system and file all correspondence
- Assist in the planning and preparation of meetings, conferences and conference telephone calls
- Maintain adequate inventory of office supplies and project marketing collateral
- Execute other tasks and assignments as the Sales Team may need necessary
EVENTS
- RSVP – collect emails and RSVP counts
- Set-up - Assist Sales Director, Marketing Associate & caterers with any set up, assembly and preparation prior to and on day of event
- Guest Sign In – collect business cards and enter into CRM
- Giveaways – assist with assembly prior to event, give out to clients/brokers during event and take count of all inventory left over after event
QUALIFICATIONS:
- 2 + years experience in real estate contract administration. You will not be considered if you do not have previous experience in real estate contracts specifically in new development.
- BA or equivalent
- Determined, strong work ethic, positive attitude, team player, resourceful and detail oriented with high energy
- Proficient in Microsoft Office, and preferred experience with Spark (or real estate CRM equivalent) and an understanding of general technology and office equipment
- Ability to excel in fast-paced atmosphere
Job Type: Full-time
Pay: $70,000.00 per year
Experience:
- Front desk: 1 year (Required)
- Real Estate Contract Administrator: 2 years (Required)
Work Location: In person
