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Roberts Resorts & Communities · 21 hours ago

Sales Office Administrator

Austin, TX

Full-time

Onsite

Mid, Senior Level

5+ years exp

Roberts Resorts & Communities is a growing company dedicated to building community and fulfilling dreams. The Sales Office Administrator will oversee the administrative operations of the sales office, supporting Sales Managers in optimizing home sales processes and ensuring exceptional customer service.

Real Estate

Responsibilities

Support Sales Managers in overseeing Home Sales operations by:

Managing accounts payable/receivables across all locations

Ensuring thorough documentation and dissemination of contracts to relevant personnel (e.g., First Bank, CFO, VP-Sales)

Updating physical and digital files, utilizing tools like Smartsheet

Conducting Warranty closings with residents prior to home occupancy

Submitting requisite documents to corporate offices, factories, staff, customers, and state agencies for new home move-ins and pre-owned properties (e.g., Form T, SOL, HUD Warranty Cards)

Ensuring all home files adhere to 100% compliance with TDHCA and MVD regulations

Verifying and facilitating proper transfer of SOs and MVD titles to homeowners through Smartsheet

Researching and confirming payment of back taxes on pre-owned homes

Initiating payments to clear back taxes and/or bank liens

Coordinating move-in dates with Project Managers and ensuring homes are fully prepared for occupancy

Achieving a rating of 8-10 on the Roberts CSI survey by leveraging available tools

Collaborating with community managers to schedule lease signings for new customers

Maintaining cleanliness and presentation of sales offices, and ensuring stocked refrigerators

Creating and distributing gift baskets for new move-in customers

Balancing petty cash accounts at all locations

Assisting in transitioning prospective residents from the 'sales' phase to becoming community residents

Stocking brochures, folders, and sales aids at all properties

Partnering with Sales Managers to organize special events aimed at boosting sales

Cultivating interest in Roberts Communities through positive interactions and fostering strong relationships with current residents to encourage referrals

Collaborating closely with sales managers to optimize sales performance

Qualification

Financial ManagementComplianceDocumentationOrganizational SkillsCustomer ServiceMS Office ProficiencyCommunicationAttention to DetailInterpersonal SkillsSales SupportProperty Management SoftwareBilingual (English/Spanish)Problem-SolvingInitiativeAdaptability

Required

High School diploma or GED required

Minimum of 5 years of office administration experience

Professional phone demeanor when interacting with customers

Strong verbal and written communication skills

Ability to fluently read, write, and speak English and Spanish

Must possess a valid Driver's License

Familiarity with basic accounting principles

Proficient in MS Office applications such as Word, Excel, and Outlook

Ability to work effectively both independently and as part of a team

Financial Management: Ability to manage accounts payable/receivables, balance petty cash accounts, and initiate payments for back taxes or bank liens

Documentation and Compliance: Proficiency in documenting contracts accurately and ensuring compliance with regulatory requirements such as TDHCA and MVD regulations

Organizational Skills: Capacity to maintain organized paper and digital files, update records systematically, and coordinate various tasks effectively using tools like Smartsheet

Customer Service: Commitment to delivering excellent customer service through Warranty closings, assisting residents with move-in procedures, and responding promptly to inquiries or concerns

Communication: Strong verbal and written communication skills to liaise with internal stakeholders (Sales Managers, Project Managers, Community Managers) and external parties (customers, state agencies)

Attention to Detail: Keen eye for detail to verify document accuracy, ensure compliance, and conduct thorough research on back taxes or other financial matters

Interpersonal Skills: Ability to build positive relationships with current and prospective residents, promote community engagement, and collaborate effectively with team members

Problem-Solving: Capacity to identify and resolve issues related to contracts, payments, or compliance, and proactively address challenges in the sales and move-in process

Sales Support: Willingness to assist Sales Managers in various aspects of sales operations, including coordinating lease signings, stocking sales aids, and organizing special events

Initiative and Adaptability: Demonstrated initiative to take ownership of tasks, adapt to changing priorities, and contribute to the overall success of the sales team and Roberts Communities