Dedicated to innovative placemaking, Howard Hughes Communities is the real estate platform of Howard Hughes Holdings Inc. (NYSE: HHH) and is recognized for its ongoing commitment to design excellence and to the cultural life of its communities. Building on that foundation, we foster a culture of curiosity that empowers every employee to shape their own story within our organization.
About the Role The Senior Contracts Coordinator is a national role responsible for the administration and oversight of condominium and lot sales contracts from execution through closing. This position ensures transactions are accurately documented, compliant, and consistently tracked, while maintaining the data integrity and broker administration that support sales operations across regions.
The role also assists with special projects, reporting, and process documentation, and serves as a liaison between Residential Sales and other departments or vendors. This position calls for a strategic thinker who can take ownership of special projects and determine and carry out the tasks needed to complete them.
The successful candidate is highly responsive, organized and detail-oriented, takes initiative, works effectively with minimal direction, and is willing to travel as needed.
What You Will Do Contract and Closing Support- Coordinate contracts from setup through closing for all sales offerings, tracking milestones for each transaction, maintaining accurate records, and ensuring legal, regulatory, and company compliance.
- Receive and review fully executed purchase agreements and work closely with escrow on documentation and deposits, while keeping all documents and records in Salesforce and providing copies to the purchaser and the buyer's agent.
- Prepare and maintain complete contract files by checking returned documents for required initials, signatures, and dates, confirming all mandatory documents are provided to the purchaser and the buyer's agent or broker, and following up with Sales Executives and other parties on missing items.
- Review all documents submitted by clients; prepare amendments, assignment documents, and addenda for upgrades and options for legal review and process them as required; and assist with preparing and distributing condominium document packages or notices for new sales and amended documents for existing purchasers.
- Maintain data accuracy by entering information in Salesforce, confirming that agreements and supporting documents are accurately reflected, and performing regular quality assessments to maintain good data hygiene.
- Prepare and facilitate documentation for Cooperating Broker agreements for each new sale and collect the necessary paperwork from brokerage firms.
- Track agreements, W-9s, commission calculations, and payments in spreadsheets, and work with the Accounting Department to confirm payment information and coordinate the thank-you and distribution of commission checks through the Sales Executives (SEs).
- At close of escrow, audit the entire file and submit it to the VP, Sales Operations for sign-off, provide a preliminary audit for the principal broker's review, submit sold informationto the MLS, maintain MLS listings, and coordinate archival of the contract file.
Special Projects, Reporting, and Process Improvement- Plan and coordinate special projects related to unit sales, such as storage and upgrade sales, resale analysis, sales offerings, training, and testing, in partnership with Residential Sales & Marketing.
- Think strategically and take ownership of special projects by determining and carrying out the tasks needed to complete them, and project manage a team when required.
- Help maintain and continuously update the Sales Operations library of Standard Operating Procedures.
- Create and run Salesforce reports to audit deposits, financial data, and document receipts, perform a weekly audit of the Developer escrow report against Salesforce to confirm deposit accuracy, and prepare other reports as requested by the EVP, Sales & Strategy or the VP, Sales Operations.
- Meet weekly with the Contracts Coordinators and VP, Sales Operations to review activity, milestone tracking, and outstanding items.
General- Act as a liaison between Residential Sales and other departments or vendors, and support a unified operating model across condo and homesite sales by sharing information, coordinating handoffs, and standardizing administrative practices.
- Support the EVP, Sales & Strategy and the VP, Sales Operations with special assignments and tasks as needed.
- Protect confidential customer, transaction, pricing, lead, and company information, and use discretion when communicating internally or externally.
- Travel to and work in regional offices as needed.
- Perform other projects and duties as assigned.
About You - Minimum of three years of customer service, administrative, or related experience, including working with clients and consultants. Experience in real estate, escrow, or title is a plus.
- Experience supporting sales, marketing, customer experience, project coordination, events, or operations in a high-touch, customer-facing environment, and supporting multiple teams, product types, or properties at once, is preferred.
- High school diploma or equivalent required; four-year degree preferred.
- Licensed real estate agent preferred.
- Exceptional verbal and written communication skills, including proofreading and editing customer-facing communications, verifying links and data, and clearly documenting issues for internal teams and vendors.
- Strong organizational skills and attention to detail, with the ability to manage multiple priorities, projects, and stakeholders with accuracy, urgency, accountability, and a high level of customer care, and to coordinate all aspects of the strategic sales plan.
- Proficiency with Microsoft Office (Word, Excel, PowerPoint, and Outlook) and Adobe Acrobat Pro. Familiarity with Salesforce, Navan, and Coupa is beneficial.
- Comfort learning new digital platforms, such as CRM, email, project management, content, registration, and analytics tools. Experience with website/CMS tools, email platforms, or marketing automation is beneficial.
- Working knowledge of real estate terminology and processes, and familiarity with marketing and digital workflows such as email marketing, website and form testing, digital quality assurance, content and collateral, project trackers, and basic campaign or engagement reporting.
- Responsiveness and the ability to work independently and proactively with minimal supervision, follow detailed procedures while keeping the big picture in mind, and find solutions.
- Sound judgment, discretion, and confidentiality in all business matters.
- Ability to build positive working relationships with colleagues at all levels, clients, and vendors, and to work in a team-oriented, fast-paced environment.
- Ability to meet sales deadlines, communicate and report in a timely and appropriate manner, and manage projects and people.
- An approachable, professional image in appearance, manner, and demeanor, with a positive attitude and a willingness to learn new things.
- Ability to stand for extended periods, walk frequently, perform repetitive motions, and operate all necessary equipment with manual dexterity.
- Ability to safely lift up to 30 pounds without injury.
- Flexibility to work varied shifts any day of the week, including weekends, evenings, and holidays, with possible extended hours during launches and overtime as required.
Benefits Built for You
At Howard Hughes Communities, we offer competitive, market-based compensation that rewards performance and supports career growth. Our comprehensive benefits package designed to support employees at every stage of their career, is focused on holistic wellness-social, emotional, financial, and physical.
- Competitive 401k plan
- Generous PTO policy
- Premium medical, dental, and vision coverage
- Voluntary benefits for unexpected life events
- Student loan assistance and stipends to assist with lifelong learning
About Howard Hughes CommunitiesHoward Hughes Communities develops, owns, and operates the nation's premier large-scale master planned communities and mixed-use developments. Our award-winning portfolio includes The Woodlands®, Bridgeland®, and The Woodlands Hills® in Greater Houston; Summerlin® in Las Vegas; Teravalis™ in Greater Phoenix; Ward Village® in Honolulu; and Merriweather District® in Columbia, Maryland. Strategically positioned to meet and accelerate development based on market demand, we offer one of the strongest real estate platforms in the country. Learn more at communities.howardhughes.com .
This job description is not meant to be an "all-inclusive" list of the duties and responsibilities of this job. Other related duties and responsibilities may be assigned. Howard Hughes Communities reserves the right to change or modify job duties as necessary based on business necessity.
NOTICE TO THIRD-PARTY AGENCIES
Please note that Howard Hughes Communities does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Recruitment Fee Agreement, Howard Hughes Communities will not consider or agree to payment of any referral compensation or recruiter fee. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement, Howard Hughes Communities explicitly reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. Any unsolicited resumes, including those submitted to hiring managers, are deemed to be the property of Howard Hughes Communities.
