Sales and Settlement Coordinator in Gallatin, TN at Clayton Home Building Group

Date Posted: 12/27/2019

Job Snapshot

Job Description


Under the supervision of the Director of Operations and HOA, the Sales and Settlement Coordinator is responsible for all Contract paperwork from origination through Closing.

Job Requirements



  • Review sales contracts for completeness prior to approval
  • Add new contract documents to the server
  • Create Community Lot Folders on the server
  • Approve contracts in Sales Simplicity
  • Update information in Filemaker
  • Update Ops Meeting Report
  • Email Lender Form to WBT and SSM
  • Email Interactive form to Symspire and/or Design Center
  • Email NHC Green Status of complete/correct contract
  • Make copies of Earnest money and Option deposits and distribute to Accounting
  • Request RWC applications via email
  • Create magnets with corresponding Community Lots for closing board
  • Create a manila folder for corresponding Community Lot
  • Email executed contract to Buyer, NHC, Realtor, Lender, and Title
  • Email Cooperative Agreement to NHC, Realtor, Lender, and Title
  • Email Starts Coordinators once a SMKT home has an executed contract and is uploaded to the server
  • Review Commitment Memos and scan to the server
  • Review Stipulations that are added to the contract
  • Email executed Stipulations to Buyer, NHC, Realtor, Lender, and Title
  • Review DCA’s that are added to the contract
  • Email executed DCA’s to Buyer, NHC, Realtor, Lender and Title
  • Review and process Cancel Checklist and Cancellation Agreements
  • Email executed Cancellation Agreements to Buyer, NHC, Realtor, Lender and Title
  • Review and process Community Lot Transfers
  • Review and update information on the SSC Contract Checklist continuously
  • Update SSC Scorecard and place on Evernote daily
  • Update Guest Report weekly and send out to all users


  • Schedule Welcome Home Celebration, Day of Close Review, and Closing date/time/place with Buyer via phone
  • If the home is a SMKT, coordinate with the Lender and Customer Care on scheduling a WHC and Closing date
  • Email Buyer, NHC, PM, Realtor, Lender, Title, and Closing Group the scheduled WHC, Day of Close Review, and Closing appointments
  • Coordinate with Buyer’s Lenders to complete all pertinent documents: Contracts, Change Orders, Builders’ Certification, etc.
  • Update the Settlement Schedule
  • Update information in Filemaker
  • Update Corporate Resolutions, as needed
  • Update magnet with FF, WHC, and Closing information
  • Coordinate with Project Managers as needed for Certificates of Occupancy, completion times, etc.
  • Coordinate with Waynes Environmental for termite letters
  • Coordinate with DP for needed signatures on loan documents
  • Keep Closing Board up-to-date with current and following month’s Closings that are scheduled
  • Scan documents to server: HTC contracts, RWC applications, Fill Letters, Builder’s Certificates, Warranty of Completion, VA/FHA documents, Soil Treatments, Certificate of Occupancy, etc.
  • Review and approve CD/Alta’s sent from Title Company
  • Review RWC applications that are returned due to missing data and coordinate with Title companies to correct and return to RWC


  • Ops Meeting Weekly
  • Admin Meeting Weekly
  • GGB every other Wednesday



  • Able to work with the public in a cooperative, professional and friendly manner.

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