Contracts Coordinator


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Job Description

Contracts Coordinator
The Howard Hughes name is synonymous with entrepreneurial vision, tenacity and a pioneering spirit—values still embodied by The Howard Hughes Corporation today. While Hughes’ passion for aviation and the silver screen are legendary, it was his investment in real estate that forms the bedrock of the company.  At the core of our DNA, we believe we can Make Life Extraordinary.  We strive to embody these same qualities for every individual that our company touches, from stakeholders to partners, from consumer to shareholder.
We believe in “Thinking Big” at The Howard Hughes Corporation.   We demand excellence and an unrelenting dedication to success.  Our mission is to be the pre-eminent developer and operator of master planned communities and mixed-use properties in the United States.  We create timeless places and memorable experiences that inspire people while driving sustainable, long-term growth and value. We create environments where people want to live, work, shop, dine and play from coast to coast.
This role will work with the Contracts Manager and the Director, Sales Operations with a focus on providing professional contract, tracking and closing services.
  • Provides contract support for all sales offerings as well as contracts coordination daily.
  • Receives purchase agreement fully executed and reviews for accuracy. Scans agreement, other documents and initial deposit check. Uploads scanned documents to Salesforce. Emails scanned documents to Purchaser and the Buyer’s Agent their respective copies. Ensures all paperwork is provided to all parties.
  • Provides Salesforce input as needed.
  • Prepares contract folders and files documents. Follows up on missing documents to ensure file is complete.
  • Email fully executed scanned contract documents to escrow. Provide the escrow officer with necessary information to open escrow.Arrange for escrow pickup of the initial deposit check.
  • Prepares assignment documents for legal review and processes the documents as required.
  • Generates addendums for upgrades and options as needed.
  • Confirm purchase agreements and any supporting documents such as amendments for upgrades, additional parking, storage, and other documents properly reflect in Salesforce and that data input is accurate.
  • Coordinate and track milestones for each transaction. Work with New Home Ambassador on follow up.
  • Assists with condominium document packaging for distribution, mailing, printing and USB loading for new sales packages as well as distribution of amended documents to existing purchasers.
  • Scan, upload to Salesforce, and file receipts for documents.
  • Meets with the Contracts Manager and Director, Sales Operations weekly to report on milestone tracking and outstanding items.
  • Perform quality assessment of files and Salesforce to ensure good data hygiene.
  • Upon close of escrow, submit entire file to Contracts Manager for review and Director, Sales Operations for sign off. Provides a preliminary audit of the file for the principal broker to review. Submit sold info into MLS.
  • Coordinates the archival of contract document files.
  • Works with Residential Sales & Marketing department on any special projects as requested.
  • Other projects and duties as assigned.
  • Maintains the file to ensure all the mandatory documents are completed and sent to the purchaser and buyer’s agent or broker for their file. As each document returns by mail, fax or email, checking for all initials, signatures and dates before marking the disclosures as complete and filing them. Additionally, following up with the NHA and other parties to remind them of missing documents.
  • Act as a liaison between Residential Sales and other departments.
  • Exceptional administrative skills, including strong computer abilities.
  • Knowledge of Salesforce a plus.
  • Licensed Real Estate Agent (preferred).
  • Solid clerical or administrative background and some knowledge of real estate as a job prerequisite.
  • Two to three years of related experience in real estate, escrow and/or titles.
  • Proficient knowledge of real estate terminology and processes.
  • Strong skills with MS Excel and proficiency with MS Office applications, Internet, and other data software.
  • Solid organizational abilities with attention to detail.
  • Initiative, self-motivation, and the ability to achieve goals with minimal direction.