Residential Sales Contract Administrator

Job Title: Residential Sales Contract Administrator
Department: Legal
Reports To: In-house Counsel
FLSA Status: Salary, Exempt

Summary:

The Residential Sales Contract Administrator provides vital support to the sales and leadership teams by managing the contract process for residential real estate transactions from execution through closing. Responsibilities include preparing and reviewing sales agreements, tracking deadlines, coordinating with internal and external parties, maintaining accurate contract files, and supporting reporting functions to ensure the smooth operation of residential sales activities.

Key Responsibilities:

• Prepare, review, and process residential sales contracts, addenda, disclosures, and related transaction documents.
• Coordinate contract execution and ensure all required signatures, dates, and supporting documents are complete and accurate.
• Track critical contract deadlines, including financing, inspection, contingency, escrow, and closing dates.
• Maintain organized electronic and physical files for all residential sales transactions.
• Communicate with sales staff, buyers, lenders, title companies, attorneys, and other parties to support timely closings.
• Monitor contract status and provide regular updates to management and sales personnel.
• Review transaction files for completeness and compliance with company procedures and applicable requirements.
• Prepare closing packages and assist in coordinating closing logistics and post-closing documentation.
• Enter and maintain accurate contract and buyer information in internal systems, databases, and tracking reports.
• Assist with earnest money tracking, change orders, amendments, and other contract revisions as needed.
• Support the preparation of correspondence, reports, summaries, and presentations related to residential sales activity.
• Act as a liaison between the sales team, operations team, and executive leadership to ensure information flows efficiently.
• Handle confidential customer, transaction, and company information with discretion in a fast-paced environment.
• Manage multiple files and deadlines simultaneously while maintaining a high level of accuracy and organization.
• Maintain a project management or tracking system to monitor contract milestones, outstanding items, and closing schedules.
• Identify and escalate file issues, missing documentation, or deadline risks to management in a timely manner.
• Assist with process improvements that enhance contract administration efficiency and accuracy.

Qualifications:

• Bachelor's degree or 3 years of contract administration, residential real estate, sales operations, or related administrative experience.
• Experience supporting residential real estate transactions preferred.
• Proficiency in MS Word, Excel, Outlook, and contract management or CRM software.
• Strong written and verbal communication skills.
• Exceptional attention to detail and strong organizational skills.
• Ability to analyze and interpret contracts, business documents, and transaction-related materials.
• Ability to manage competing priorities, solve problems, and meet deadlines in a high-volume environment.
• Working knowledge of residential contract timelines, closing processes, and real estate documentation preferred.

Physical Demands:

• Regularly required to sit, use hands, and talk/hear.
• Frequently required to stand and walk.
• Occasionally required to reach, bend, kneel, or stoop.
• Ability to lift or move up to 25 pounds.
• Vision requirements include close, distance, and peripheral vision. 

Work Environment:

• Moderate noise level in an office setting.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.