Overview
Administrative Assistant Jobs in Sterling, CO at State of Colorado Job Opportunities
Job description
OBJECTIVE: Enthusiastic and committed hybrid Contract Administrator/Sales Assistant
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 closing 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 CRM (Builder CMS)
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 builder CMS
system 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
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:
College graduate; 2 + years experience in real estate contract administration.
Determined, strong work ethic, positive attitude, team player, resourceful and detail oriented
with high energy
Proficient in Microsoft Office, and preferred experience with Builder CMS (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
Schedule:
8 hour shift
Monday to Friday
Experience:
Front desk: 1 year (Required)
Real Estate Contract Administrator: 2 years (Required)
Work Location: In person
Job Type: Full-time
Pay: $70,000.00 per year
Schedule:
8 hour shift
Monday to Friday
Experience:
Front desk: 1 year (Required)
Real Estate Contract Administrator: 2 years (Required)
Ability to Relocate:
Miami, FL 33127: Relocate before starting work (Required)
Work Location: In person
Title: Administrative Assistant
Company: State of Colorado Job Opportunities
Location: Sterling, CO
