What are the responsibilities and job description for the Lot Administrator position at Hillwood?
Company Overview:
Hillwood, a Perot company, is a premier commercial and residential real estate developer, investor and advisor of properties throughout North America and Europe. With a diverse portfolio of properties and home to many of the world's leading companies, Hillwood is committed to bringing long-term value to our customers, partners and the communities we serve.
Through its Communities division, Hillwood has delivered 50,000 single-family lots in master-planned communities across 13 states and Costa Rica. These communities continue to raise the bar in terms of quality, innovation, and the unmistakable sense of community that sets each property apart. Before laying the physical groundwork for any new residential development, Hillwood Communities takes the time to focus on the ideals that draw people together — and the everyday interactions that strengthen those bonds. By purposefully designing trails, gathering spaces, and structural amenities to spark spontaneous encounters and foster shared interests, Hillwood Communities believes in the power of community. For more information, please visit www.hillwoodcommunities.com.
Position Overview:
Hillwood Communities is seeking a detail-oriented and proactive Lot Administrator to join our team in Dallas, TX. This role is critical to ensuring the smooth execution of residential lot sale closings to builders across our communities. The Lot Administrator will manage the end-to-end closing process, including document preparation, coordination with title companies and internal stakeholders, and data integrity within our lot management systems. This individual will also support legal documentation needs in collaboration with in-house counsel. The ideal candidate brings experience in real estate closings, preferably within a homebuilder, mortgage, or title company environment, and demonstrates strong organizational, communication, and analytical skills. This is a high-impact role that requires precision, confidentiality, and the ability to manage multiple priorities in a fast-paced setting.
Responsibilities:
Closing Coordination and Documentation:
Hillwood is committed to providing Equal Opportunity in Employment, to all applicants and employees regardless of, race, color, religion, gender, age, national origin, military status, veteran status, handicap, physical or mental disability, sexual orientation, gender identity, genetic information or any other characteristic protected by law.
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Hillwood, a Perot company, is a premier commercial and residential real estate developer, investor and advisor of properties throughout North America and Europe. With a diverse portfolio of properties and home to many of the world's leading companies, Hillwood is committed to bringing long-term value to our customers, partners and the communities we serve.
Through its Communities division, Hillwood has delivered 50,000 single-family lots in master-planned communities across 13 states and Costa Rica. These communities continue to raise the bar in terms of quality, innovation, and the unmistakable sense of community that sets each property apart. Before laying the physical groundwork for any new residential development, Hillwood Communities takes the time to focus on the ideals that draw people together — and the everyday interactions that strengthen those bonds. By purposefully designing trails, gathering spaces, and structural amenities to spark spontaneous encounters and foster shared interests, Hillwood Communities believes in the power of community. For more information, please visit www.hillwoodcommunities.com.
Position Overview:
Hillwood Communities is seeking a detail-oriented and proactive Lot Administrator to join our team in Dallas, TX. This role is critical to ensuring the smooth execution of residential lot sale closings to builders across our communities. The Lot Administrator will manage the end-to-end closing process, including document preparation, coordination with title companies and internal stakeholders, and data integrity within our lot management systems. This individual will also support legal documentation needs in collaboration with in-house counsel. The ideal candidate brings experience in real estate closings, preferably within a homebuilder, mortgage, or title company environment, and demonstrates strong organizational, communication, and analytical skills. This is a high-impact role that requires precision, confidentiality, and the ability to manage multiple priorities in a fast-paced setting.
Responsibilities:
Closing Coordination and Documentation:
- Serve as the primary liaison between Hillwood Communities and title companies to facilitate residential lot closings.
- Prepare and review closing documents, including special warranty deeds, partial releases of lien, and builder sale contracts.
- Review and validate closing statements from title companies; provide feedback and ensure accuracy.
- Calculate loan release prices and coordinate approvals with lenders to ensure timely closings.
- Draft and manage builder sale contracts, amendments, and related legal documents for signature and distribution.
- Assist in-house attorneys and external counsel with contract preparation and revisions.
- Review builder contracts and amendments for completeness and accuracy; input key data points into the lot management system.
- Track builder sale contracts, amendments, earnest money deposits, and critical contract dates.
- Maintain accurate records and ensure data integrity across systems.
- Generate and distribute weekly reports to leadership summarizing contract status, closing timelines, and key metrics.
- Coordinate with internal departments including Legal, Finance, and Development to ensure alignment on closing activities.
- Communicate effectively with builders and title companies to resolve issues and maintain positive working relationships.
- Act as a resource for internal teams regarding contract status, closing timelines, and documentation needs.
- Strong project management and organizational skills with excellent attention to detail.
- Ability to manage multiple tasks, meet deadlines, and follow through with a sense of urgency.
- Clear and professional communication skills, both written and verbal.
- Comfortable working independently and taking initiative while also being a collaborative team player.
- Flexible and willing to support the in-house legal team and other departments as needed.
- Ability to work across different teams and maintain strong working relationships.
- Trustworthy with confidential information and sensitive documents.
- Professional demeanor with a high level of integrity and reliability.
- Technology-oriented with strong proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Bachelor’s degree in Business Administration, Real Estate, Finance, Legal Studies, or a related field preferred.
- Paralegal certificate a plus.
- Minimum of 2–3 years of experience in a real estate closing role, ideally within a homebuilder, mortgage, or title company.
- Strong understanding of real estate transactions and legal documentation.
Hillwood is committed to providing Equal Opportunity in Employment, to all applicants and employees regardless of, race, color, religion, gender, age, national origin, military status, veteran status, handicap, physical or mental disability, sexual orientation, gender identity, genetic information or any other characteristic protected by law.
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