New Home Closing Coordinator

Mid-Atlantic Builders
Rockville, MD
Apr 17, 2019
Apr 17, 2019
Program Manager
Full Time
I. Purpose:The New Home Closing Coordinator acts as the Settlement Coordinator and supervises the Contract Administrator. They are responsible for providing administrative support to the Executive Vice President.II. Reports to: Executive Vice PresidentIII. Qualifications: 5 Years of Experience IV. Administrative Responsibilities: A. Correspondence and Files 1. Maintain all business correspondence and files for executive vice president 2. Monitor weekly schedule for executive vice president 3. Update executive vice president with the weekly minutes from sales & production 4. Assist executive vice president in the completion of various business, civic, and political projects as needed 5. Direct and delegate the set-up of new community files (computer directories and paper files) with other office staff B. Corporate Duties 1. Assist executive vice president with the preparation and maintenance of corporate summary financial proforma reports 2. Assist with company annual action plan 3. Prepare and distribute Monthly Team Bonus worksheet and various monthly and quarterly reports.V. Supervision for the Contract Administrator: A. Provides training and supervision for the Contract Administrator B. Reviews sales paperwork prior to Executive Vice President's ratification C. Monitors sales paperwork weekly work-flow for priorities D. Assist with clerical support for home building staff (Estimating & Production) E. Compose, type or supervises typing of lettersVI. BMS Database Administrator: A. Coordinates with software engineer to create new functions, reports and make corrections in the Business Management System. B. Creates and updates new Community, House and General Options. C. Calculates retail pricing (Excel spreadsheets) for "Bundles" and creates the Bundle options with retail pricing. D. Maintains customer data conversions to Settled and Kickout categories. E. Completes various Administrative-only functions, as needed.VII. Settlement Coordinator: A. Coordinates with Personal Builders, Title Companies and Lenders to schedule management walks, homeowners walkthrough and settlement appointments. B. Sends out settlement letters to the homeowners and schedules settlements for internal use via Outlook Calendar. C. Processes all lender requests for builder-related documents required to process loans. D. Prepares management walkthrough packages; schedules management walkthroughs via Outlook Calendar. E. Monitors emails for Management with all of the Lenders for any homeowner loan issues that affect settlement. F. Prepares settlement instructions for the Title Companies G. Prepares settlement packages for each homeowner's settlement H. Maintains monthly projected settlement worksheet for distribution to Accounting, Executive Vice President and Vice President Sales/Marketing. I. Reviews all settlement paperwork (Alta, CD, Deed, etc.), obtains management's signatures, notarizes documents, scan/emails copies to the Title Companies, mails originals as needed to the Title Companies. J. Notifies all staff (and developer's as required) of completed settlements. K. Processes all post-settlement paperwork and reports, scans copies for the computer files, files in-office Lot File in the settlement drawer.VIII. Job Cost Reconciliation and Financial Reports: A. Review job cost for each settled home and provides variance explanations as needed B. Review with Executive Vice President, Director of Purchasing and Field Production Manager C. Update house ledger with job cost and closing information E. Record job cost and house ledger information on proforma and builder summary reports 1. Days under construction 2. Job cost variances 3. Reconciliation report/graph 4. Misc. reports

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