Closing Coordinator - Community Association Management

JOB DESCRIPTION

Reporting to the Executive Administrative Assistant (Administrative Team Manager), Closing Coordinators prepare and process legal documents, liaising with Real Estate Agents, Closing Attorneys, and lenders to ensure all parties adhere to the terms of the closing/resale agreements. In addition to managing timelines incumbents will be experienced in handling a wide range of administrative and support-related tasks and will be able to work independently with little or no supervision.

The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision-making ability and attention to detail are equally important.

Essential Duties and Responsibilities

• Handles all real estate closing requests from realtors, attorneys, paralegals, lenders, and title companies.
• Respond to correspondence containing routine inquiries from Resident Services, Community Managers, Association Coordinators, Accounting, attorneys, paralegals, realtors, title companies, lenders, and occasionally homeowners.
• Back up support to other members of the Administrative team, as well as, receive, sort and forward all incoming mail when the mailroom clerk is out of the office.
• Oversees association pool and gate access programming to include collaboration with Managers and Coordinators to ensure applicable documentation and fees are current.
• Maintains and organizes incoming association information such as assessment amounts, leasing restrictions, insurance requirements, as well as loading required documents) for new associations in GetDocsNow.
• Maintain databases for insurance tracking to ensure homeowners are carrying proper coverage and lease tracking to ensure owners are following the association’s rental restrictions for HOAs that opt in for this service. This requires communication with Community Managers/Association Coordinators, homeowners and occasionally the HOA board.
• Ability to work independently (and) as a team player.
• Maintains association and homeowner confidential records and files.