The purpose of the Sales & Operations Coordinator role is to serve as the administrative and technical engine of the residential sales team. This position is responsible for the integrity of the sales funnel, from the moment a lead is captured to the execution of a binding contract. This role focuses on CRM management, contract administration, and data reporting, ensuring that the sales team can focus on selling while the operational "back of house" runs with precision and legal compliance.

Primary Duties and Responsibilities

Sales Operations & Process Management

• Align and maintain operational procedures in support of the project sales strategy • Develop, document, implement, and uphold sales standards, processes, checklists, and protocols (including contracting, closing, and escrow procedures)
• Collaborate with Sales Manager, Sales Associates, Marketing, and Corporate teams to optimize workflows
• Maintain staff calendars and provide operational and reception backup coverage as needed • Train and act as backup support for Sales Gallery Concierge reporting and responsibilities

Contract & Transaction Management:

• Generating and distributing purchase agreements, addenda, and disclosures via digital signature platforms.
• Tracking the lifecycle of a deal, including earnest money deposits, contingency removals, and closing timelines.
• Maintaining meticulous digital and physical deal files to ensure 100% compliance with state brokerage laws.

Escrow, Closing & Buyer Support

• Assist buyers through the closing and escrow process by answering procedural questions • Coordinate with lenders, escrow officers, appraisers, HOA, Corporate, construction, and customer service teams to facilitate timely closings
• Schedule, support, and attend appraisal appointments; provide required documentation and responses • Attend and take notes during corporate escrow/lender calls
• Assist Sales Associates in determining buyer’s lender selection

Data, CRM & Reporting Management:

• Maintain and update CRM systems, MLS postings, price sheets, unit status, and trust fund logs • Ensure accurate and secure recordkeeping for all contracts, deposits, correspondence, and transaction records across platforms
• Produce and distribute daily, weekly, monthly, and ad hoc sales, traffic, escrow, and investor reports • Track reservations, contracts, cancellations, holds, deposits, incentives, parking/storage requests, and unit status changes
• Managing the CRM lead distribution engine, ensuring all incoming inquiries are assigned to agents based on established protocols.
• Monitoring CRM health to ensure agents are updating lead statuses and following up within required timeframes.
• Executing "re-engagement" campaigns for stale leads within the database.

Reporting & Continuity:

• Creation and maintenance of the Gallery Operations binder, identify and resolve operational issues ●
• Support the Sales Manager with preparing daily/weekly sales and marketing campaign reporting
• Create ad hoc reporting as needed by management
• Provide other such ancillary duties as the position requires

Miscellaneous (As-Needed)

• Answering the main phone line and providing a polished, professional first impression. • Assisting in the execution and logistics coordination of on-site and off-site broker events and VIP buyer previews.
• Conducting daily "walk-throughs" of the Sales Gallery and Model Residences to ensure they are 100% presentable
• Troubleshoot, report, and track/coordinate with vendors to maintain and resolve any issues related to Sales Gallery (florists, cleaning crews, IT/AV support). Tech is important considering the Sales Gallery phone systems, alarms, internet, interactive sales app, etc.
• Monitoring, replenishing, and tracking delivery of inventory of high-end marketing collateral, refreshments, and office supplies.

Qualifications & Competencies

Qualifications include:

• Experience in real estate or legal/admin preferred
• Excellent interpersonal, verbal and written and communication skills;
• Confident, credible, and articulate – ability to deal with high net-worth buyers on a sophisticated level;
• Winning attitude, high energy, and enthusiastic;
• Highly organized with a strong attention to detail and good follow up skills;
• Passion for residential, resort, new construction real estate
• Ability to multitask and work in a fast-paced environment;
• A self-starter, efficient, and able to remain flexible within a dynamic environment
• A team player with willingness to collaborate and learn from others
• Experience with CRM database an asset;
• High levels of proficiency with Microsoft Excel, PowerPoint, Word, and CRM Database;
• Professional in demeanor and appearance, a self-starter, efficient, and a “team player.”;
• Extreme attention to detail; "zero-mistake" mentality regarding legal documentation.

Working Conditions and Physical Requirements

• Able to work flexible hours and possibly evenings and weekends
• Able to be present at project in Bellevue 5-days per week
• Ability to lift approximately 35lbs

The responsibilities for this position are expected to evolve and will be reviewed from time to time. It is understood by the employee that amendments to the job description will occur between review times. These changes are deemed to be accepted unless otherwise expressed in writing by the employee.

Compensation:

The base pay range for this position is $31.00-$38.00 hourly; however, base pay offered may vary depending on job-related knowledge, skills, and experience. Bonuses and restricted stock units may be provided as part of the compensation package, in addition to a full range of benefits. Base pay is based on market location. Minimum wage for the position will always be met.