Sales & Closing Coordinator

OLD TOWN DESIGN GROUP

SALES & CLOSING COORDINATOR JOB DESCRIPTION

Old Town Design Group is seeking a Sales & Closing Coordinator to join our team in Carmel, IN. We are a dynamic and growing custom home builder, known for developing outstanding locations with timeless home designs. Old Town Design Group has a passion for people and the communities in which we work, and we are looking for a like-minded team member who will bring a passion for excellence, great work ethic, and a positive, can-do attitude to our team.

FUNCTION:

The position will provide support to the sales team and work collaboratively with Old Town team members to provide a world-class home buying experience for our customers. Manage the pending and closing process and oversee and lead all communication with buyers from contract signing to closing. Buying a home is one of the most significant purchases our clients will make. This position provides attentive personal service, anticipates needs, and helps make the closing experience seamless.

RESPONSIBILITIES:

• Customer Relations Support the Sales & Marketing team with all OTDG sales initiatives
• Manage the customer survey process, track feedback, and update reports utilized internally across various departments.
• Support model home openings by welcoming guests, sharing general information about Old Town and its homes, and encouraging interest in purchasing or building with us.

The following information aims to provide potential candidates with a better understanding of the requirements for this role.

Closing Coordination

• Prepare and coordinate all required documents, parties, and final details to ensure each closing is accurate, timely, and seamless for the buyer.
• Review executed contracts and maintain complete, accurate transaction files, monitor contract deadlines, and all required documents.
• Coordinate with internal teams to ensure each home is ready for closing, including scheduling closing photography, arranging closing gifts, coordinating staging removal, and managing utility transfers or shutoffs.
• Schedule and attend closing appointments, coordinate builder documentation with internal departments, buyers, brokers, lenders, and title companies. Communicate home status updates and scheduling changes to ensure a smooth and timely closing process.
• Review final settlement statements and closing documents for accuracy.

• Sales Support Assist with preparing contracts and reviewing pricing details, specifications sheets and contract documents.
• Assist with home and property tracking and reporting for available homes and lots.
• Weekend hours required. Provide backup/support across models as needed in all of our communities
• Perform general administrative tasks and organize sales tracking data
• Assist New Home Consultants with monitoring model home appearance, maintenance needs, and overall readiness to ensure models remain presentable and guest-ready.

EDUCATION AND EXPERIENCE:

• College Preferred
• Experience in real estate transaction coordination, new-home sales support, title, lending, or a related role preferred.

• High attention to detail

  with the ability to manage projects between both internal teams, clients, and outside vendors
• Strong verbal and written communication skills for interaction with people inside and outside of the organization
• Customer service oriented with a professional and courteous attitude. xhyhwjd
• Comfort using a CRM and maintaining accurate records and reports
• Experience with Microsoft Office (ex: Outlook, Word, Excel, SharePoint, PowerPoint)

REPORTING:

The Sales & Closing Coordinator reports to Senior Vice President of Sales & Marketing.