Sales Operations Closing Coordinator

Job Description

Job Description

Palmetto Bluff is nestled along the May River in the Lowcountry of South Carolina between Hilton Head Island and Savannah. As an award winning 20,000 acre development, the development encompasses a private member’s only club which includes a marina, restaurants, an equestrian center, a shooting club, a Jack Nicklaus Signature Golf Course, The Crossroads Reversable King Collins Golf Course, Anson Point Golf Course designed by Coore and Crenshaw, a lawn and racquet club, a community farm, and more. In addition, Palmetto Bluff has an extensive nature preserve, walking trails, retail shopping, art gallery, and a vibrant village, all which pay homage to the region’s rich heritage.

Job Summary:

The Sales Operations Closing Coordinator plays an integral role in supporting the successful execution of residential real estate transactions from contract through closing. Working in partnership with the Closing Manager, this position prepares and coordinates real estate contracts and transaction documentation, maintains files and due diligence requirements, prepares closing packages, and ensures the accurate and timely completion of administrative tasks throughout the closing process. Serving as a primary point of coordination between sales associates, clients, lenders, attorneys, and internal departments, this role helps ensure a seamless transaction experience while maintaining compliance with company policies and established procedures.

In addition to supporting closing operations, the Sales Operations Closing Coordinator provides backup support to the Listing Manager during planned and unplanned absences to ensure continuity of service. This position may also assist with other administrative projects and departmental initiatives as needed. The ideal candidate is highly organized, detail-oriented, adaptable, and committed to delivering exceptional service in a fast-paced, collaborative environment.

Benefits:

We offer excellent benefits, including an incredible employer contribution towards medical, dental, and vision coverage which begins on the 1st of the month following your date of hire! Other benefits include a 401(k) Plan, with an employer matching contribution, paid life & disability coverage, and more

Essential Job Functions:

Job duties include but are not limited to:

Transaction Coordination & Closing Administration

• Coordinate residential real estate transactions from executed contracts through closing in assistance with the Closing Manager.
• Prepare developer and resale contracts, addenda, disclosures, and other transaction-related documentation.
• Review executed contracts and supporting documentation for completeness and accuracy prior to processing transactions.
• Coordinate execution of contracts and transaction documents utilizing electronic signature platforms.
• Establish, organize, and maintain complete transaction files while ensuring all required documentation is accurate, current, and compliant.
• Coordinate due diligence requirements, contingency deadlines, earnest money deposits, assessments, and other critical transaction milestones.
• Prepare and distribute closing packages and supporting documentation to attorneys, lenders, agents, buyers, sellers, and internal departments.
• Serve as a primary point of contact for transaction-related communications, providing timely updates and ensuring all parties remain informed throughout the closing process.
• Monitor transaction timelines to ensure contractual deadlines and closing requirements are met.
• Coordinate post-closing activities, including final documentation, reporting, file retention, and record maintenance.
• Obtain and maintain Notary Public certification.

Listing & Sales Office Support

• Provide backup support to the Listing Manager during planned and unplanned absences, including listing administration and related documentation.
• Crosstrain to provide Front Desk coverage as needed to support Sales Office operations.
• Maintain accurate transaction records and ensure timely updates within company databases, CRM platforms, and internal systems.
• Assist with departmental reporting, document management, and special projects as assigned.
• Support the continuous improvement of departmental procedures and maintain Standard Operating Procedures (SOPs).
• Perform other duties as assigned in support of the Sales Office and Real Estate Operations.

Qualifications:

• Associate's or bachelor’s degree in business, Real Estate, Marketing, or a related field preferred; equivalent professional experience will be considered.
• Two to three years of experience in a real estate, title, legal, or administrative support role; transaction coordination experience is preferred.
• South Carolina Real Estate License is a plus but not required.
• Notary Public certification, or the ability to obtain one within six months of hire.
• Excellent verbal and written communication skills.
• Strong organizational skills with the ability to prioritize, manage multiple deadlines, and maintain accuracy in a fast-paced environment.
• Professional customer service skills with the ability to build positive relationships with internal teams, attorneys, buyers, sellers, and business partners.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel.
• Experience with CRM, transaction management, and document management systems; Propertybase, Docusign, and MLS experience preferred.
• Strong technical aptitude with the ability to quickly learn new software and business processes.
• Demonstrated attention to detail and commitment to producing accurate, high-quality work.
• Ability to work independently while contributing to a collaborative, team-oriented environment.

Physical Requirements:

• Ability to work primarily in a standard office environment with prolonged periods of sitting and computer use.
• Frequent use of a computer, keyboard, telephone, and other standard office equipment.
• Ability to communicate effectively in person, by telephone, and through written correspondence with clients, business partners, and team members.
• Ability to occasionally stand, walk, bend, stoop, reach, and lift or carry materials weighing up to 30 pounds.
• Ability to maintain attention to detail while managing multiple priorities and deadlines.
• Ability to move throughout the sales office and property to support operational needs, meetings, and client interactions.
• Occasional travel within the community or to off-site meetings, training, or company events may be required.

Palmetto Bluff is proud to be an EEO Employer and participates in E-Verify.