Contract Administrator

GENERAL RESPONSIBILTIES

• Coordinate the preparation of incoming Offers with the Accounting Department as well as present to the team for approval.
• Manage the preparation of all Reservation Agreements, Contract Agreements and all Amendments/Addendums as well as all additional required documents.
• Manage the review of all contract documents to ensure that it is in accordance with Terra guidelines and submit for approval.
• Manage the delivery of executed documents from the Seller to the Buyer.
• Manage the following reports: Buyer List, Deposit Detail, Deposit Percentages, Monthly Executive Report, Parking Report, Score Card, Snap Shot, Stacking Chart, Unit Status Report, Weekly Sales Report, Daily Sales Report, Daily Sales Summary Report, eCondo – Weekly Summary Report, Price List, Availability Report, Construction Contract Report, Deposit Detail, Deposit Percentages, Snap Shot, Weekly Sales Report, and Unit Status Report and Weekly Sales Summary Report.
• Manage the contract file documentation (includes correspondence sent to the Buyer via FedEx or Email) both in the physical file and electronic file.
• Manage the Sales Drive documentation (scan, label and file all documents for files)
• Manage eCondo for applicable projects.
• Manage all incoming deposits by preparing the Notice of Deposit/Escrow and providing to Chicago Title Insurance and the Accounting Department.
• Manage the reconciliation of monthly Escrow Reports provided by Chicago Title Insurance for applicable project.
• Manage the notices sent to the Buyers for deposits due, or past due deposits.
• Manage tracking the commissions for In-House Agent and Outside Broker.
• Manage the preparation of the commissions requests once commissions are due to the In-House Agent and Outside Broker Agent and submit through Avid for payment.
• Coordinate pre-closing process with Buyer/Buyer’s attorney, construction, and closing agent.
• Coordinate appraisal appointments and Manage delivery of all information requested by the appraiser (comparable sales, floor plans, etc) for applicable projects.
• Manage the closing calendars for applicable projects.
• Manage providing advance closing notifications to buyers for applicable projects.
• Coordinate the preparation of the Closing Fee Sheet and submit to title for applicable projects.
• Coordinate review of the HUDs for accuracy prior to closing.
• Manage the preparation of the Draw Requests for applicable projects.
• Manage the Responsible for interacting with residents, following up on work orders, repairs and warranty items
• Manage and schedule 30 day and 90-day client customer service follow up.
• Manage and create, follow up and complete work orders for warranty representatives and contractors.
• Manage and track warranty work orders to ensure completion in a timely manner.
• Manage the professional handling of customer service phones and email mailbox.
• Manage and update community standards, rules and regulations.
• Manage and communicate and liaise verbally and in writing with residents, contractors and staff.
• Manage the resident process and matters in accordance with company guidelines.
• Manage and assist with the organization of new home walk through schedules for warranty representatives.
• Manage the ability to multi-task in fast paced environment, learning the responsibilities of multiple departmental functions.
• Manage the reports for warranty items to be used for quality control management.
• Manage the work with difficult customers on a routine basis, while maintaining a positive attitude
• Manage and create and Manage Turnover Documentation.
• Manage and create Turnover Transmittal for the Association.
 
COMPETENCIES
To perform the job successfully, an individual should demonstrate the following competencies:
 
• Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs workflows and procedures
• Generates creative solutions; Translates concepts and information into images; Uses feedback to modify designs; Applies design principles; Demonstrates attention to detail
• Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities
• Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in-group problem solving situations; Uses reason even when dealing with emotional topics.
• Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
• Works within approved budget; Develops and implements cost saving measures; Contributes to profits and revenue; Conserves organizational resources
• Responds promptly to customer needs; Responds to requests for service and assistance; Meets commitments.
• Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
• Listens and gets clarification and probes for underlying messages; Responds well to questions; Able to read and interpret both written and oral information.
• Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests.
• Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.
• Shows respect and sensitivity for cultural differences.
• Treats people with respect; Keeps commitments; Works with integrity and ethically; Upholds organizational values.
• Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities.
• Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
• Prioritizes tasks effectively; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
• Approaches others in a tactful manner; Reacts well under pressure; Acts with unyielding integrity and ethics in business transactions; Treats others with respect and consideration regardless of their status or position; Follows through on commitments; Refuses to misrepresent himself or herself for personal gain.
• Demonstrates accuracy and thoroughness; Applies feedback to improve performance; Monitors own work to ensure quality. Completes work in timely manner; Strives to increase productivity.
• Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
• Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
• Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
• Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
• Meet challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that attracts a positive response from colleagues.
• Ability to identify and define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
 
To submit your resume for this position, please send your resume and cover letter to: INFO@TERRAGROUP.COM, and use the subject line: CONTRACT ADMINISTRATOR