Contract Administrator

Contract Department Administrator

The Contract Department Administrator is responsible for managing and overseeing contract administration activities throughout the residential home sales and closing process. The position serves as the primary liaison between Sales, Legal, Finance, Closing, and Division Management and is responsible for ensuring contractual compliance, operational consistency, risk mitigation, and adherence to company policies and procedures. This position exercises independent judgment and discretion in the review, interpretation, and administration of contracts, documentation requirements, and related business processes. Duties include but may not be limited to:

· Review, analyze, and evaluate residential sales contracts and related documentation for compliance with company policies, legal requirements, regulatory guidelines, and operational standards. Identify deficiencies, determine required corrective actions, and coordinate resolution with appropriate stakeholders.

· Responsible for document accuracy and totality prior to submitting for plan review, cost analysis and Division Manager approval/execution. Review Design Center Amendments for approval and distribution.

· Assess contract deficiencies, determine required documentation, establish corrective action plans, and communicate requirements to Sales Associates and management to facilitate timely contract approval and execution.

· Distribute bilateral contracts and Addendums to all necessary parties once fully executed.

· Follow up with Sales and Assistant Controller on contingency and deposit reports.

· Legal Documentation – Form revisions and maintenance (work with Legal Dept as required); Includes not only specific contract language and addendums but also HOA budgets, CDD sheets, C&R's, and regular updating of such documents. Act as a liaison between Sales and Closing/Legal Departments whenever there are basic legal questions that need to be answered.

· Manage and maintain division-wide contract administration systems, documentation repositories, and operational resources to ensure consistent application of company policies and procedures.

· Develop and deliver training and guidance to newly hired Sales Associates and other personnel regarding contract requirements, regulatory updates, company policies, and contract administration procedures.

· Input updates, as needed, to Mark Systems to maintain accurate information.

· Contract Cancellations – process from initial cancellation through to refund. Acknowledge cancellations with buyers and mail refund checks.

· Track and Process Sales Associate Commissions.

· Attend monthly "Lot Inventory" meetings with Legal Department to understand up and coming projects and subdivision set-ups.

· Serve as the division subject matter expert regarding contract administration processes and requirements.

· Evaluate contract-related issues and recommend solutions consistent with company objectives, risk management practices, and legal requirements.

· Collaborate with Legal, Finance, and Operations leadership to implement policy changes, process improvements, and new contract initiatives.

· Analyze operational trends, contract processing metrics, and workflow efficiencies and recommend improvements.

· Exercise discretion when addressing contract exceptions, documentation concerns, and procedural matters impacting sales transactions.

· Participate in cross-functional projects involving contract administration, sales operations, compliance initiatives, and process development.

· Perform other duties as assigned by manager

This is a drug free workplace. All applicants must be willing to submit to a drug test and background check.

KNOWLEDGE, SKILLS AND ABILITIES:

· Excellent verbal and written communication skills

· Strong attention to detail and accuracy

· Ability to prioritize and manage multiple deadlines

· Strong customer service and interpersonal skills

· Proficiency in Microsoft Office Suite, particularly Word, Excel, and Outlook

· Strong organizational and recordkeeping skills

· Ability to maintain confidentiality

· Thorough understanding of residential purchase and sale agreements and related documentation.

· Ability to interpret and apply company policies, procedures, and contractual requirements.

· Strong analytical and problem-solving skills.

· Ability to evaluate complex situations and develop effective business solutions.

· Excellent organizational, communication, and decision-making skills.