Operations and Sales Coordinator

Are you passionate about the homebuilding industry and looking for a role where you can make a significant impact? We are on the hunt for a dynamic and detail-oriented Operations Coordinator to join our team. In this pivotal role, you will oversee the administrative aspects of the homebuilding process, from sales agreements to key exchange, ensuring everything runs smoothly and efficiently. Your efforts will directly contribute to creating an outstanding customer experience. If you thrive in a fast-paced environment and enjoy coordinating permits, managing contracts, providing top-notch customer care, and supporting a dedicated sales team, this is the perfect opportunity for you!

Key Responsibilities:

• Assist experienced back-office Project Managers with administrative aspects of the homebuilding process from sales agreement to key exchange.
• Assist with administrative tasks from sales agreement to key exchange including managing contract documents, maintaining client folders and databases, schedule Key Exchanges and maintain settlement trackers.
• Oversee all building permit activities including procuring plans, track vendors and permits, coordinate with county officials and consultants, prepare pre-construction documents, and paying fees.

Administration:

• Assist back-office Project Managers in their role as the customer's main point of contact throughout construction and key exchange.
• Process all contract documents for MD, DE, and PA divisions.
• Log EMDs into Sales Simplicity and deliver to Accounting for processing.
• Load Pre-Construction Docs into various databases.
• Create and maintain Client lot finishing folders, including monthly lot finishing reports and invoices.
• Generate monthly cost incurred reports and send them to clients.
• Create RWC Applications and request fees from the Accounting Department.

Engineering / Permits:

• Procure plans from engineers and architects for permit applications.
• Coordinate the preparation and submission of individual building permits.
• Track permit status with municipalities to ensure expedient processing.
• Manage permit flow to ensure timely processing and meet house start goals.
• Update and maintain reports on permit status.
• Develop and maintain a list of all fees required to obtain permits in each jurisdiction.
• Meet with county officials as needed and act as a liaison.
• Obtain all required approvals for permits.
• Coordinate paperwork and applications with outside consultants as necessary.
• Create start packages for the field with all pertinent information to ensure homes can be constructed accurately and efficiently.
• Code all engineering and permit runner invoices accurately.

Utilities:

• Request services related to permit issuance and house starts (e.g., soil borings, wall designs, electric and gas connections).
• Track utilities for each permit needed for the house start and ensure they have been ordered.

Requirements:

• An Associate’s Degree or equivalent from a two-year college, or a comparable combination of education and experience.
• At least 1 year of permitting experience is required.
• Preferably, experience with single-family and townhome permitting.
• Proficiency in reading blueprints and site plans.
• Excellent oral and written communication skills.
• Punctuality and professional appearance.
• Strong presentation skills.
• Proven problem-solving and negotiation abilities.
• Highly organized and self-directed.
• Strong interpersonal skills with a customer service-driven approach.
• A friendly, enthusiastic, and approachable demeanor.
• A demonstrated sense of urgency.
• Proficiency with computers and a willingness to work with new technologies.
• A desire to work autonomously and take ownership of tasks.
• A proactive, flexible approach to problem-solving.
• The ability to handle problems calmly and professionally.
• Outstanding organizational abilities, multi-tasking skills, and attention to detail.
• Enthusiasm for joining a fast-growing business unit that operates across multiple states, counties, and municipalities.