The Sales and Closing Administrator supports the homebuilding sales team by managing the contract-to-close process. This position plays a key role in ensuring home sales are executed efficiently, accurately, and in compliance with company policies and timelines. Responsibilities include preparing sales contracts, coordinating with internal departments and external vendors, and serving as the main point of contact for buyers throughout the closing process.

ESSENTIAL DUTIES: 

• Prepare and process home purchase agreements, addenda, and other related sales documentation.
• Track sales pipeline and monitor key milestones from contract through closing.
• Communicate with homebuyers, sales agents, title companies, lenders, and construction teams to ensure seamless closings.
• Schedule closing dates, walkthroughs, and orientation appointments.
• Ensure accurate data entry and document management in sales and CRM systems.
• Verify that all pre-closing requirements (e.g., financing, insurance, inspections) are met.
• Coordinate final closing packages with title/escrow agents and distribute internally.
• Generate regular status updates and reporting for management and sales teams.
• Support sales agents with administrative tasks such as correspondence, file maintenance, and client communication.
• Assist with homeowner communication post-closing for warranty orientation and transition.

EDUCATION:

Associate’s or Bachelor’s degree preferred in related field; or comparable experience.

EXPERIENCE:

2+ years of experience in homebuilding, real estate sales, or transaction coordination.

SKILLS: 

Must have the following skills and/or abilities:

• Familiarity with new home sales contracts, mortgage processes, and closing procedures.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office and sales software/CRM systems (e.g., Buildertrend, NewStar, Salesforce).
• Ability to work in a fast-paced environment and manage multiple deadlines.
• Customer service mindset and ability to work collaboratively with cross-functional teams.
• Experience in residential construction or homebuilding industry.
• Knowledge of HUD statements, earnest money handling, and builder-specific contract requirements.
• Working knowledge of laptop, note pad, or other computer devices used to view agreements, report project status, submit/receive documents, or other related tasks. 
• Working knowledge of general office equipment such as phone system, copier, scanner, and the like. 

LICENSES/CERTIFICATIONS:  

Must have a current valid driver’s license and a satisfactory driving record. 

PHYSICAL REQUIREMENTS:

Must be able to perform the following physical activity on a frequent to constant basis:

• Sit for long periods of time.
• Lift 10–20 lbs. of files, plans, office supplies, or similar items. 
• Constantly uses fingers and hands when dialing/answering the telephone and operating a computer or other office machinery, such as a copy machine, scanner, and computer printer.
• Ability to hear average or normal conversations and receive ordinary information through verbal communications in person or detect objects in and around job site over the telephone.
• Average, ordinary visual acuity necessary to prepare or inspect documents; operate a computer or other office machinery; or.
• Walk short distances on slippery, even, and/or uneven surfaces.
• Stand, bend, stoop, kneel, crouch, twist, turn, or crawl.

WORKING CONDITIONS:

• Majority of work is performed in an office atmosphere located inside a building with no hazardous or significantly unpleasant conditions. 
• May require infrequent job site visits involve performing work in outdoor weather conditions with exposure to extreme cold, heat, and noise depending upon project site.
• May travel locally during the workday.

OTHER REQUIREMENTS:

Must be able to:

• Adhere to the highest standards of ethics, integrity, professionalism, and discretion.
• Project a courteous, professional and positive approach with clients, subcontractors, employees, and authorizing agencies while providing prompt, efficient, and accurate assistance. 
• Follow and exchange basic instructions, information, and guidelines.
• Make decisions based on experience or knowledge with minimal supervision.
• Participate in training and development opportunities offered to maintain related software and safety knowledge.
• Adhere to and perform functions according to company and OSHA safety guidelines.
• Maintain regular, timely, and predictable attendance.
• Represent the company in a professional manner to callers and visitors.