Sales & Closing Coordinator
Smith Douglas Homes · Fairhope, AL · onsite
At Smith Douglas Homes, our mission is to enhance people’s quality of life by creating opportunities for homeownership. We believe that mission starts with our people.
When you join Smith Douglas Homes, you become part of a team that is committed to doing the right thing, supporting one another, and delivering exceptional experiences for our customers. We foster a culture built on collaboration, accountability, continuous improvement, and mutual respect—where every team member has the opportunity to make an impact and grow their career.
Join us and help build more than homes. Help build opportunities, communities, and a future you can be proud of.
At Smith Douglas Homes, we pride ourselves on being one of the fastest growing, privately owned home building companies in the country. We are looking for a Sales and Closing Coordinator to join our Gulf Coast division. Smith Douglas Homes is proud to offer a competitive benefits package to our employees as well as a family type work environment.
Position Summary:
The position is responsible for providing support, including administrative support to the Sales Agent(s) and Sales Management through data entry, management and constant review of the Multiple Listing Services and communication with the Sales Agents regarding available homes and management of the closing process for sold homes. Position is on-site, based out of our Baldwin County division office, located in Fairhope, AL.
Essential Functions: Core duties or tasks fundamental and not marginal to the performance of the job.
Sales Assistant Functions:
- Sales Contract administration to include contract review and balancing between contract and SMART system, exhibits, selections, etc.
- Receive and process all Good Faith Deposits for Sales Contracts.
- Ensure Agent information is accurately reflected in SMART.
- Assist agents with processing Cancellations, Change Orders, etc.
- Process VPO’s for change orders and/or inventory homes daily.
- Create and maintain House Files (digital and hard copy) for Pre-sales and Spec homes and Homeowner packets.
- Assist with organizing / hosting sales meetings as needed.
- Manage office supply order process to ensure that Sales staff has tools, supplies and equipment to work effectively onsite and/or when working remotely.
- Complete regular listing audits between Multiple Listing Service(s), SDH website and SMART system.
- Upload and manage images for all listed homes as needed.
- Coordination of current incentives and disclosures of such within Multiple Listing Service(s) as needed.
- Maintain receipts and assign cost codes to the monthly reconciliation of Visa charges and/or Sales related invoices.
- Maintain one scheduling calendar for all agents and hostesses.
Closing Coordinator Functions:
- Process closing schedule reports through the SMART system 45 days prior to closing.
- Coordinate the scheduling/rescheduling of all closings between Onsite Sales Agent and Closing Attorney.
- Ensure that the most current information is available related to the status of scheduled closings.
- Prepare regular weekly/monthly/quarterly reports as needed to track closings for the Division.
- Manage all closings schedules between the SMART system and Closing Calendar.
- Approve HUD’s/CSS’s. This process will include checking the Builder’s in office files for completeness and tracking down needed information.
- Coordinate Homeowner key delivery/mailbox key delivery and the delivery of any special items required for closing.
- Tracking of closing table survey results.
- Ensure prompt utility service disconnection post-closing.
Office Services Functions:
- Ensure all new hires have a properly stocked work area.
- Place and deliver office supply orders to internal office staff to include office supplies, break room supplies, kitchen supplies, bathroom supplies, etc. Verify invoices reflect delivery of items and process for payment to include coding by department accordingly.
- Assist with special projects as directed to include Permit acquisition, updating Build Order maps, and Marketing functions as needed.
Minimum Job Requirements:
Education: High School Diploma
Experience: AREC contract compliance, Previous Real Estate Listing Management and/or Closing Coordination experience preferred. Homebuilding experience helpful.
Computer Skills: Microsoft Office, CRM experience, Internet
Mental/Reasoning Requirements:
- Reading
- Writing
- Basic Math Skills
Work Environment:
- Works Alone
- Works w/others
- Verbal contact w/others
- Work with computer and office equipment
Social/Interpersonal Traits:
- Ability to foster teamwork
- Initiative
- Ability to influence others
- Good communication skills
- Customer oriented
- Detail oriented
- Ability to prioritize multiple tasks
SDH Management Services LLC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable local laws, regulations and ordinances. If you need assistance and/or a reasonable accommodation during the application process, reach out to HR@smithdouglas.com.
An offer of employment for this role is contingent upon the successful completion of background check and drug screening. We are a certified Drug Free Workplace.