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Colen Built Development is an award-winning family-owned building and land development company located in Ocala, Florida. We have been making new home dreams come true over 70 years for over 50,000 home buyers. Our management team has over a 100 years of combined experience. Today, Colen Built remains the oldest, privately-owned, debt-free land developer in the State of Florida. We continue to provide well-built, intimate, quiet, amenity-rich communities specifically designed for our resident’s enjoyment.

Colen Built Development provides equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, Colen Built will provide reasonable accommodations for qualified individuals with disabilities.

* Drug free work place *

Colen Built currently employs over 550 people in two locations, Ocala and Clearwater, Florida. We are currently seeking talented, qualified individuals in various fields of expertise.

CURRENT OPENINGS

Sales Transaction Manager

Job Summary/OverviewThe Sales Transaction Manager will manage accurate and timely coordination of the buyer’s new home purchase transaction and subsequent closing. The Sales Transaction Manager is responsible for ensuring that monthly, quarterly and annual closing projections are met, as well as identifying potential problems and assisting in determining solutions to eliminate or minimize closing issues or delays. The Sales Transaction Manager’s role is critical in the timely processing of documents between the buyers, outside lenders, appraisers, insurance companies and title companies. They will become a system expert (Ex. Newstar, DocuSign, FUB) to run reports, manage electronic buyer files, manage backlog and update the stages of escrow and coordinate releases as needed.

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This position requires a high degree of responsibility for accuracy and timely coordination of the division escrow closings.  Fast, frequent and accurate communication is critical between the Sales Transaction Manager, Resident Services and Warranty, Accounting and Escrow Departments, New Home Sales Associates, field associates, lenders, title companies, Construction Coordinator, and buyers.  The paperwork is substantial and must be filed or processed and forwarded daily, In addition the position requires spending extensive time on the telephone.  The position requires strong attention to detail, excellent communication skills, an ability to handle multiple tasks under deadlines, use of good judgment, dependability and a professional, supportive attitude.

The Sales Transaction Manager will also perform administrative and office support activities as directed and may be required to cross train for position(s) within the sales organizational structure. Additional duties may include data entry, file creation and maintenance, word processing, filing, and faxing as well as daily report tracking and distribution.

Essential Duties and responsibilities
The following statements describe the essential  functions of this position and its scope of responsibility, but should not be considered an all-inclusive listing of work requirements.  Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance workload.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The Sales Transaction Manager is responsible to:

  • Maintain New Home buyer files and supporting documents
  • Report weekly on files in progress
  • Perform quality assurance to ensure that all buyer files are complete and accurate
  • Ensure contract and supplemental documents are properly executed and accounted for and secure signatures where needed
  • Assist Sales Associates in the correct completion of all new sales paperwork pursuant to prescribed processes
  • Schedule and manage all new home closings and changes to scheduled closings. Specifically, schedule the closing within the shared Outlook Calendars and within Sales Simplicity
  • Mail the customer a closing letter and notify all relevant parties to the closing. In addition, this may require coordinating with more than half a dozen people
  • Provide contract documents to the title company for escrow preparation
  • Provide contract documents and communicate regularly with lenders
  • Meet with buyers as needed to receive earnest payments, secure signatures and answer inquiries
  • Maintain scheduled contact with buyers as determined by buyer contract timeline
  • Deliver the completed buyer file to Resident Services/Warranty ahead of the walkthrough
  • Verify completeness of New Home file, including sufficient copies of required documentation.
  • Notify the parties of any missing documents, insurance or other issues that must be dealt with before the closing can be finalized.
  • Review required documents and set up and maintain accurate records and files for new sales.
  • Process earnest money deposits as applicable and work with Accounting to ensure funds are properly recorded.
  • Verify Cooperating Broker (Co-Broke) Participation and obtain signed participation forms
  • Prepare Co-Broke Commission Calculation Forms and obtain signatures
  • Work with Home To Sell programs and obtain Rebate Forms, if applicable
  • Create and email all Buyer Correspondence as necessary to facilitate closings
  • Create and/or maintain a tracking system to monitor and insure monthly escrow closing objectives are met
  • Meet deadlines and prioritize duties in a fast-paced environment while maintaining a professional, positive attitude.
  • Inform management team on a continual basis of any changes, potential problems or outstanding issues or concerns.
  • Enter and manage information in multiple platforms including, but not limited to, DocuSign, Buyer backlog, Newstar, Admin Database, Follow Up Boss, etc.
  • Meet or exceed established Key Performance Indicators (KPIs)
  • Verify option prices and distribute requests to appropriate personnel for signature(s), as needed
  • Work with title companies and internal departments as needed to ensure accurate preparation of closing documents
  • Obtain executed Change Options contract addendum prior to closing if third party financing is involved.
  • Prepare addendums or amendments to contract as needed and secure signatures.
  • Input or adjust earnest money payments and all mortgage information.
  • Prepare and enter daily and monthly reporting
  • Update Pricing (Base/Lot Premium/Incentives) as needed
  • Ensure final sales price are accurate with Escrow, Title, Sales, and Buyers
  • Responsible for ordering and delivery of Surveys to Resident Services and the Title Company
  • Obtain copies of CO (certificate of occupancy) as needed to satisfy lender requirements
  • Deliver to Resident Services the completed sales folder
  • Responsible for printing the Future Closing Report & Scheduled Closings Report, which are very important tools, used in Pre-Closing procedures.
  • May attend weekly sales and bi-weekly backlog meetings with Construction, Sales, Resident Services & Warranty representatives to review the status of the homes for upcoming closings.
  • Process contract cancellations and issue refunds and send appropriate notifications, if applicable
  • Understand and adhere to the established processes with ability to improve or develop as needed
  • Demonstrate knowledge of sale and closing documents process
  • Provide assistance to the Sales Administration Manager or Sales Manager as needed
  • Follow directions from a supervisor and ask questions if directions are not clear
  • Understand and follow work rules and procedures
  • Accept constructive feedback
  • Team player with strong work ethic, and professional appearance
  • Collaborate with team members within the department and companywide.
  • Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
  • Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.
  • Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
  • Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.
  • Organization: Set priorities, develop a task schedule, monitor progress towards goals, and track details/data/information/activities.
  • Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.
  • Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.
  • Ability to assume new responsibilities and embrace opportunities as deemed necessary.
  • In addition to the responsibilities described above, the role may include such other responsibilities and duties as assigned from time to time, based upon department needs or requirements.

Qualifications (Education, Experience, Technical Skills)

  • Two years of college level education with a focus in management and people skills, or
  • High School Education or equivalent with two (2) or more years’ experience in closing, real estate office and/or mortgage related field
  • Customer service and service recovery skills
  • Knowledge of New Home Sales process a plus
  • Home Building Industry experience strongly preferred
  • Organized and able to complete tasks with complete and thorough follow through cross-functionally
  • Problem Solver
  • CRM computer experience preferred
  • Excellent math and grammatical skills
  • Demonstrate strong written, oral, communication and interpersonal skills
  • Must possess professional attitude to represent company in a positive manner and use discretion as needed
  • Detail Oriented and understands and embraces 100% confidentially is the key the position success
  • Must have attention to detail, be well organized, have the ability to multi-task, prioritize and plan to accomplish tasks and thorough follow through cross-functionally
  • Time management is essential to the position
  • Work effectively in a team setting and be able to efficiently to meet deadlines
  • Must be proficient in computer skills and Office systems including Microsoft Word, Power Point, Excel, and Outlook software to prepare reports, memos, and documents.
  • Be able to interpret sales metrics and be goal-oriented.
  • Must be reliable and show initiative
  • Must exhibit stress tolerance and the capacity to work with tight deadlines and production pressure
  • Maintaining regular attendance and punctuality relative to daily work schedule is required

Working conditions
The working conditions are typical of an office environment.

Physical requirements
See Addendum

Organizational Relationships
Reports to: Sales Administrative Manager

Certifications or Licenses
Up-to-date CPR/AED Certificate

Real Estate Sales Associate

Job Summary/Overview
The Sales Associate is responsible to develop productive relationships with generated leads and to guide prospects to the successful culmination of the sales process meeting or exceeding individual and corporate goals.

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Essential Duties and responsibilities
The following statements describe the principal functions of this position and its’ scope of responsibility, but should not be considered an all-inclusive listing of work requirements.  Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance workload.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Maintain contact and management of leads to achieve the anticipated sale.
    • Establish achievable individual goals/objectives for optimum sales performance in accordance with the performance standards defined for your position.
    • Participate in sales calls and prospect reviews.
    • Optimize lead management throughout each phase of the contract and qualification process to culminate in the sale.
    • Identify the prospect decision makers.
  • Maintain accurate records for all prospect tracking utilizing the Sales Simplicity system.
    • Maintain accurate notes regarding all contact and interaction with prospects.
    • Create prospect follow-up messaging and email with focus on connecting and creating urgency.
      • Deliver email and telephone contact during each phase of the buying cycle.
      • Maintain consistent follow-up contact in accordance to company directed standards.
    • Obtain commitment for each step of the buying cycle.
    • Focus on deliver strategy to reveal prospects problems, obstacles, needs, and identify values and urgency to act.
  • Maintain the Calesa New Homes Sales developed rating scale of prospect readiness for each prospect engagement, with the goal of generating immediate sales opportunities.
  • Assist in the sales seminars both in Florida and out of state
    • Solicits customer input and feedback during customer visits.
  • Punctual attendance at all required sales training and meetings.
  • Participate in market analysis and research of competitors.

Ensures that at all times, business conducted within the sales organization is of the highest ethical and professional standard. In addition to the responsibilities described above, the role may include such other responsibilities and duties as assigned from time to time, based upon Calesa New Home Sales needs or requirements.

  • Performs other duties as necessary.
  • Responsible for compliance of company policies and directives.
  • Professional manner, discretion, and appearance are expected.
  • Reports any incident or accident to the Manager/Director. Informs manager of any issues.
  • Well organized, ability to multi-task, efficient.
  • Punctuality and Attendance are significant job reliabilities

Qualifications (Education, Experience, Technical Skills)
Licensure:

  1. Valid FL Driver’s License required with acceptable driving experience.
  2. Current FL Real Estate License

Organizational Relationships

Directly Reports to
Sales Manager and VP of Real Estate

Certifications or Licenses
Valid FL Driver’s License required with acceptable driving experience

Sales Center Concierge

Job Summary/Overview
The Sales Center Concierge is responsible for consistently delivering an incredibly educational and exciting community experience to all of our current and future guests. They are our brand ambassadors, supporting our mission to share the benefits of living in our community by creating memorable experiences for our customers.

Learn more

The ideal candidate is energetic, driven, and focused and must have a cheerful, professional demeanor and attitude of service. The number one priority for this position is to deliver a ‘World’ class guest experience on every interaction.

The successful candidate is an experienced professional with knowledge of sales and customer service best practices.  The Sales Center Concierge is a vital link between clients and the Sales department. They should be able to contribute to creating and maintaining good customer relationships and ensuring smooth sales team operations.

This position will also perform administrative and office support activities and requires excellent computer skills with ability to maintain various logs and reports, use our CRM database as well as strong experience using Excel and Outlook. Additional duties may include data entry, file creation and maintenance, word processing, filing, and faxing as well as daily report tracking and distribution. Extensive software skills are required, as well as Internet research abilities and strong communication skills. The ability to handle a varying amount of walk-in traffic as well as a multi-line phone system while maintaining a positive attitude and exhibiting stress tolerance is required.

The ideal candidate will be required to remain nimble and flexible in regards to daily duties and scheduling and take on additional duties as needed.

Essential Duties and responsibilities
The following statements describe the principal functions of this position and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may be expected to perform other duties as assigned, including working in other areas to cover absences or balance the workload.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The Sales Center Concierge is responsible to be:

  • Energetic, driven, and focused on delivering a ‘world’ class customer experience on every interaction.
  • Obsessed with providing the best customer experience and continually improving
  • Greet everyone in a positive and enthusiastic manner and create an excellent first impression for our guests.
  • Strong communication skills and attention to detail is required
  • Convey messages and ideas concisely and effectively with professionalism
  • Self-motivated and resourceful
  • Open and Close the Sales Center and/or Model Center(s)
  • Maintain a welcoming reception area for clients and visitors
  • Maintain safe and clean reception area by complying with procedures, rules, and regulations.
  • Operate and maintain the coffee bar and cookie station and ensure the area is clean and stocked at all times
  • Monitor and direct visitors entering the office by utilizing office procedures defined.
  • Register new visitors and track returning visitors in our CRM follow up system
  • Manage and maintain Sales Associates rotation roster
  • Engage walk in guests promptly, personally and with the goal of opening the conversation and ensuring they feel welcome
  • Establish rapport with others and cultivate relationships easily
  • Educate and excite guests by answering their questions
  • Interact with guests to provide and process information in response to inquiries, concerns, and requests about the community
  • Assemble marketing materials and publications as tasked
  • Use of Microsoft word, power point, excel, and outlook software to prepare reports, memos, and documents.
  • Use of Microsoft word, power point, excel, and outlook software to prepare reports, memos, and documents.
  • Assist with developing, organizing and executing special events
  • Deliver high quality experiences
  • Strong sense of team mentality and reliability
  • Provide the highest level of customer service to all current and future guests

Supervisory Responsibilities:
N/A

Technical Responsibilities:

  • Must be able to work weekends and occasional evenings, as needed
  • May be required to walk, stand or sit for extended periods
  • May be exposed to all kinds of weather conditions, including extreme heat
  • To maintain good relations/communications with all involved in the project including the customer.
  • Technically proficient; experienced in Internet technologies, hardware & software
  • Ability to work with multiple hardware and software platforms and open to learn
  • Work well within a team environment and under pressure
  • Possess high attention to detail
  • Proper phone etiquette
  • Ability to speak and write clearly and accurately
  • Effective listening skills
  • Multi-tasking capabilities

Qualifications (Education, Experience, Technical Skills)

  • Prior experience in a customer service role
  • Valid driver’s license and clean driving record with at least 1 year of driving experience

Working conditions
The working conditions are those of a regular sales office setting.

Physical requirements

  • See Attached Addendum

Organizational RelationshipsReports to: Sales Office Manager
Direct Reports: N/A

Certifications or Licenses
Up-to-date CPR/AED Certificate
OSHA training, as needed
Florida Driver’s License

REAP THE BENEFITS!

Health Benefits

Offering competitive health insurance.

Matching 401k

Offering matching 401k retirement plan.

Competitive Pay

Offering weekly pay at competitive rates.

Equal Opportunity

Colen Built is an Equal Opportunity Employer.

Colen Built Development provides equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, Colen Built will provide reasonable accommodations for qualified individuals with disabilities.

*Calesa Township is an Equal Housing Opportunity community.