Sales Coordinator

Job Description

Job Description

At Rhodes, our core purpose is to enhance the lives of our customers and team through building communities. We specialize in developing master planned communities and construction of high quality, energy efficient homes. Rhodes has been recognized among the fastest growing private companies in the US by Inc. 5000 and is on a mission to expand its footprint into more communities across South Texas. Since 2019, Esperanza Homes, a Rhodes Company, has ranked nationally on the Builder Magazine’s Top 100 Builders list, and is on an aggressive growth trajectory to serve more communities across South Texas. 

Rhodes was founded in the early 1990’s as a land acquisition and holding company. In 2006, the company shifted gears and ventured into residential/commercial land development and home building with the formation of Esperanza Homes. Rhodes Enterprises has grown to one of the largest developers of residential, commercial, and master-planned communities in the areas we serve. We are passionate about our customers, building exceptional homes, our team, and the communities where we live and work. 

Rhodes is a certified Great Place to Work, when you choose to work with us, you are part of a passionate and high-performing Team! You will work alongside team members who set and reach ambitious goals every day and are excited to continue to grow and build communities.

Benefits of being a part of our Team include: 

• Competitive Compensation including Bonus & Profit-Sharing Programs
• Health Care - Medical/Dental/Vision/Prescription Drug Coverage Along with Robust Supplemental Plan Options
• Employer Paid Health Reimbursement Account for Medically Enrolled Staff
• 401(k) with Company Matching Contributions
• Disability Programs
• Employee & Dependent Life Insurance
• Vacation & Company Holidays
• Employee Home Purchase Rebate Program
• Employee Assistance Program (EAP)
• Reward and Recognition Programs 

Role Mission: As a Sales Coordinator, your job entails supporting the Sales Team by executing a variety of administrative and clerical responsibilities that enhance the customer experience. This entry level position is responsible for providing excellent customer service at the Esperanza Homes Design Studio by receiving visitors, including greeting, welcoming, directing and announcing them appropriately as needed. In addition, the Sales Coordinator supports the Sales Team by executing duties that enhance productivity and efficiency. In doing so, your professional customer service upholds our Rhodes Core Values and supports the accomplishment of our organizational purpose to create beautifully engaging communities.

Measured Performance Goals:  

• Supports Lot File Maintenance 
• Supports Schedules Archived 
• Supports Design Center Staffing
• Supports HALO requests processed

Accountabilities:

Esperanza Homes Design Studio:

• Welcome, receive and direct guests as required
• Support with administrative and clerical duties as assigned
• Contact Onsite Sales Consultant for customers seeking a tour with a Sales Consultant
• Open and close welcome center per scheduled hours

Lot File Maintenance:

• Supports maintaining digital and hard lot files for all sales related documents
• Supports ensuring all sales documents are filed in the correct OneDrive
• Supporting sharing relevant OneDrive files with financing partners
• Supports creating and closing out lot files in current builds and past builds folders
• Support archiving schedules in Mark Systems and perform lot file audits

Plan Changes and Cancellations:

• Supports assisting the sales team in changing a customer’s lot selection, floorplan, elevation, or community
• Supports with kickout and re-price cancellations
• Supports with verifying the accuracy of our interactive map

Preparation for Closings:

• Receive and catalog house keys
• Receive and catalog mailbox keys
• Receive and catalog garage remotes
• Prepare closing packets for Sales Managers

CRM Management:

• Supports with spot checking CRM data daily
• Supports with verifying that everything received is also accounted for in the CRM’s data
• Supports with using automated reports in HubSpot to identify errors and address them with the sales team

Start Requests:

• Add Starts to “Start Requests Received” file
• Log Design and Structural options spent in Mark Systems

ITK Schedule and HALO Management:

• Supports with creating customer portals and mark Homeowner Portal complete in ITK
• Supports with adding customers to the excel merge file once customer portals are created
• Supports with adding merge file with addresses for every home
• Supports with adding weekly SPEC home lawn maintenance requests in HALO
• Supports with processing HALO tickets daily as received

Report Generating:

• Supports with preparing and comprehend automated reports used weekly
• Supports with searching for data and input in reports accurately
• Supports with sending weekly reports via email to our mortgage, title, and vendor partners
• Supports with sending monthly report of ratified sales and closed homes

Sales Team Schedule:

• Supports with preparing for sales team events and trainings
• Supports with ordering food and supplies for quarterly sales trainings
• Supports with ordering awards and coordinating events for sales team and Real Estate Professional outreaches
• Supports with providing receipts to VP of Sales for sales team event expenses

Embodies Rhodes Core Values:

• Act with Integrity, No Exceptions
• Honor our Team
• Never Be Satisfied – continuously looks for ways to improve every aspect of our business
• Best in Class Customer Experience -provide a best-in-class customer experience – every time, with every customer
• Community Leadership – actively engage in the communities we serve, to make them better for our future

Lives the Values of the Rhodes Team: 

• Believes and is committed to our mission to enhance the lives of our customers and our team through building communities
• Is driven by outcomes and results, and wants to be held accountable for them
• Has a propensity for action, willing to make mistakes by doing in order to learn and improve quickly
• Thrives in an entrepreneurial, high-growth environment; is comfortable with ambiguity and change
• Seeks and responds well to feedback, which is shared often and freely across all levels of the organization
• Works through silos and forges strong cross-departmental relationships in order to achieve outcomes

Supervisory Responsibilities:

• None

Qualifications, Knowledge and Skills:

• Experience in administrative, accounting, or clerical work (1+ year)
• Strong follow up skills
• Positive, outgoing, team player attitude
• Ability to adapt quickly and multi-task efficiently
• Attention to detail and organizational aptitude
• Ingenuity/problem-solving skills
• Proficiency in Microsoft Outlook, Word, & Excel

FLSA Status:

• Non-exempt

Essential Functions (Mental/Physical/Environmental Requirements):

Successful job applicants will be able to perform these functions. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

• Report to the Esperanza Homes Design Studio daily and adhere to schedule
• Ability to access, input, and retrieve information from a computer and/or electronic device
• Ability to have face to face conversations with co-workers, financing partners, and manager
• Ability to sit or stand for long periods of time and move around work environment as needed
• Ability to operate a motor vehicle
• Comply with company policies and procedure