Contracts Coordinator

The Howard Hughes name is synonymous with an unrelenting passion for excellence. While his achievements in aviation and the silver screen are legendary, it was his investments in real estate that form the foundation of our company. With passion, determination and limitless imagination, he built one of the great American empires of the 20th century. At Howard Hughes, we live by our purpose to help people discover new ways of experiencing life - because it’s not just buildings and places that matter, it’s what you do with them that can change the way people live.

We aspire to be the most creatively driven real estate company in the world and we believe in fostering a culture that is built to last by cultivating curiosity and empowering every employee to find their story in this great organization.

Ward Village, a Howard Hughes master-planned community, is a 60-acre master-planned community in the heart of Honolulu, located between downtown and Waikīkī, along O‘ahu’s south shore. Honoring the distinct history of its land, Ward Village is at the forefront of sustainable community development - integrating dynamic architecture, local culture, and public open space. At full build-out, the community will include approximately one million square feet of unique retail and thousands of homes, in what Architectural Digest named “Best-Planned Community in the United States.”

The Howard Hughes Corporation owns, manages and develops commercial, residential and mixed-use real estate throughout the U.S. Its award-winning assets include the country’s preeminent portfolio of master planned cities and communities, as well as operating properties and development opportunities including: the Seaport District in New York; Columbia, Maryland; The Woodlands®, The Woodlands Hills®, and Bridgeland® in the Greater Houston, Texas area; Summerlin®, Las Vegas; Teravalis, Phoenix and Ward Village® in Honolulu, Hawai‘i.

The Howard Hughes Corporation’s portfolio is strategically positioned to meet and accelerate development based on market demand, resulting in one of the strongest real estate platforms in the country. Dedicated to innovative place making, the company is recognized for its ongoing commitment to design excellence and to the cultural life of its
communities. The Howard Hughes Corporation is traded on the New York Stock Exchange as HHC.

ABOUT THE ROLE:
This role will work with the Vice President, Sales Operations with a focus on providing professional contract, tracking and closing services.

WHAT YOU WILL DO:

• Provides contract support for all sales offerings as well as contracts coordination daily.

• Receives purchase agreement fully executed and reviews for accuracy. Scans agreement, any other necessary documents and initial deposit check. Uploads scanned documents to Salesforce. Emails scanned documents to Purchaser and the Buyer’s Agent their respective copies. Ensures all paperwork is provided to all parties.

• Provides Salesforce input and generates reports as needed.

• Prepares contract folders and files documents. Follows up on missing documents to ensure file is complete.

• Email fully executed scanned contract documents to escrow. Provide the escrow officer with necessary information to open escrow. Arrange for escrow pickup of the initial deposit check. Make sure escrow has all necessary documents and closing timelines.

• Collect assignment documents for legal review and processes the documents as required.

• Generates addendums for upgrades and options as needed.

• Confirm purchase agreements and any supporting documents such as amendments for upgrades, additional parking, storage, and other documents properly reflect in Salesforce and that data input is accurate.

• Maintains the file to ensure all the mandatory documents are completed and sent to the purchaser and buyer’s agent or broker for their file. As each document returns by mail, fax or email, checking for all initials, signatures and dates before marking the disclosures as complete and filing them. Additionally, following up with the Sales Executive and other parties to remind them of missing documents.

• Coordinate and track milestones for each transaction. Work with Sales Executive on follow up.

• Transactional communication with buyer, buyer’s agent, and lenders when necessary.

• Assists with condominium document packaging for distribution, mailing, and printing for new sales packages as well as distribution of amended documents to existing purchasers.

• Coordinate Cooperating Broker agreements and collect necessary paperwork from brokerage firms.

• Scan, upload to Salesforce, and file receipts for documents.

• Meets with the VP, Sales Operations weekly to report on milestone tracking and outstanding items.

• Perform weekly audit of Developer escrow report.

• Perform quality assessment of files and Salesforce to ensure good data hygiene.

• Upon close of escrow, audit entire file for review and VP, Sales Operations for sign off. Provides a preliminary audit of the file for the Principal Broker to review. Submit sold info into MLS.

• Prepare load and maintain MLS listings.

• Coordinates the archival of contract document files.

• Works with Residential Sales & Marketing department on any special projects as requested.

• Other projects and duties as assigned.

• Act as a liaison between Residential Sales and other departments.

• Must be available to work varied shift any day of the week including weekends, evenings and holidays if necessary.

• This position requires multi-tasking, extensive organizational skills, and the ability to coordinate all aspects related to the strategic sales plan.

• Must be able to work in a team-oriented, fast-paced environment.

ABOUT YOU:

• Exceptional administrative skills, including communication and strong computer abilities.

• Knowledge of Salesforce a plus.

• Licensed Real Estate Agent (preferred).

• Solid clerical or administrative background and some knowledge of real estate as a job prerequisite.

• Two to three years of related experience in real estate, escrow and/or title.

• Proficient knowledge of real estate terminology and processes.

• Strong skills with MS Excel and proficiency with MS Office applications, Internet, and other data software.

• Solid organizational abilities with attention to detail.

• Initiative, self-motivation, and the ability to achieve goals with minimal direction.