What are the responsibilities and job description for the Sales & Closing Coordinator position at Bear Property Management?
Position Summary:
The Sales & Closing Coordinator is responsible for managing residential homes and lot transactions from contract execution through closing. This role owns the contract-to-close process and ensures all transactions are completed accurately, on schedule, and with a high level of customer satisfaction.
Serving as the central point of coordination between buyers, sales consultants, lenders, title companies, and internal teams, this role drives communication, enforces timelines, and ensures closing readiness across all homes.
This position is critical to deliver consistent, professional, and seamless customer experience while supporting the company’s production goals.
Essential Duties & Responsibilities:
Transaction Management
- Coordinate and oversee all aspects of the transaction process from accepted offer through closing
- Prepare, review, and distribute contracts, amendments, disclosures, and other transaction-related documents
- Monitor earnest money and contingency deadlines ,inspections, title work, and closing requirements based on offer
- Maintain accurate transaction files and ensure all transactions comply with company policies
- Monitor and Coordinate closing dates, appointments, walkthroughs, and delivery of all closing requirements
Closing Readiness & Timeline Coordination
- Own closing readiness for all active transactions and ensure homes are prepared to close on schedule
- Maintain and manage a centralized closing calendar with all key milestone dates
- Maintain real-time visibility into all active transactions, including status, risks, and projected closing dates
- Partner with Project Managers and Project Coordinator to stay informed of construction progress and projected closing timelines
- Proactively identify and communicate risks that may impact closing dates
- Coordinate with internal and external partners to resolve issues and keep transactions on track
Listing & Inventory Support
- Create, update, and maintain property listings across MLS platforms, company and marketing
- Ensure listing information, pricing, photos, floorplans, and property details remain accurate and up to date
- Coordinate status changes including active, pending, sold, and closed transactions
- Assist with home and property tracking and reporting for available homes and lots
Communication & Customer Service
- Serve as a point of contact for buyers throughout the transaction process
- Communicate regularly with sales consultants, lenders, title companies, attorneys, municipalities, and construction personnel
- Respond promptly to inquiries and proactively address concerns to ensure a positive customer experience
- Provide updates regarding transaction status, construction progress, and closing timelines
Administrative & Operational Support
- Maintain transaction checklists and reporting systems to ensure all deadlines and requirements are met
- Assist with closing package preparation and post-closing documentation
- Delivery of Keys and Closing documents to Title company prior to closing dates
- Support company marketing, sales, and operational initiatives as needed
Qualifications:
- Strong organizational skills and attention to detail
- Ability to manage multiple transactions and deadlines simultaneously
- Excellent written and verbal communication skills
- Proficiency with MLS systems, Microsoft Office, Adobe, and managing transactions through companies’ software
- Knowledge of residential real estate transactions, new construction processes, and contract documentation preferred
- Ability to work independently while collaborating effectively with internal and external partners
Compentencies:
- Customer Service-Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments
- Interpersonal Skills-Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and try new things
- Written Communication-Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information
- Teamwork-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; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed
- Ethics-Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values
- Planning/Organizing-Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans
- Quality-Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality
- Dependability-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
Physical Demands and Work Environment:
- Occasionally required to stand and walk
- Frequently required to sit
- Frequently required to utilize hand and finger dexterity
- Continually required to talk or hear
- Occasionally required to lift/push/carry items up to 25 pounds
The above is intended to describe the general content of and requirements for the performance of this Job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this Job description restricts managements right to assign or reassign duties and responsibilities to this Job at any time. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Bear Real Estate Group is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.