Office Coordinator and Closings Administrator

Overview

Office Coordinator and Closings Administrator Jobs in Sarasota at Signature One

Office Coordinator and Closings Administrator

Schedule = 8:30 AM – 5:00 PM (Monday through Friday)

Position Summary

The Office Coordinator & Closings Administrator serves as the first point of contact for homeowners, Board Members, vendors, and visitors while coordinating front office operations and supporting HOA closing and estoppel processes. This highly visible position combines hospitality-focused customer service, executive administrative support, and transaction coordination to ensure a professional office experience and the timely, accurate processing of estoppels, resale packages, and ownership transfers.

The ideal candidate is highly organized, detail-oriented, customer-focused, and capable of managing multiple priorities and deadlines in a fast-paced environment.

Essential Duties and Responsibilities

· Greet homeowners, residents, Board Members, vendors, and visitors in a professional, friendly, and service-oriented manner.

· Serve as the primary point of contact for walk-in inquiries and incoming office communications.

· Assist homeowners with issuance, replacement, and tracking of vehicle transponders, gate access devices, pool fobs, and other community access credentials.

· Maintain accurate records of resident-issued devices and collect required documentation and acknowledgements.

· Answer and direct incoming phone calls, emails, and correspondence promptly and professionally.

· Receive, sort, and distribute mail, deliveries, and packages.

· Maintain a welcoming, organized, and professional reception area, representing the company’s commitment to service excellence and operational professionalism.

· Coordinate daily office operations to ensure efficient workflow and exceptional customer service.

· Manage office supply inventory and coordinate ordering as needed.

· Schedule conference rooms and coordinate meeting logistics.

· Prepare correspondence, reports, presentations, agendas, and meeting materials.

· Provide administrative support to executive leadership.

· Assist with special projects and company initiatives as assigned.

· Support employee onboarding activities and office-related logistics.

· Receive, log, prioritize estoppel and resale closing requests according to required deadlines.

· Research owner accounts and association records to verify balances, assessments, late fees, interest and special assessments.

· Prepare and deliver estoppels, status letters, questionnaires and resale disclosures, and closing packages accurately and within established turnaround times.

· Confirm and document processing fees (when applicable) and maintain complete transaction files

· Serve as the primary point of contact for title companies, lenders, and attorneys regarding closing-related matters.

· Respond promptly to inquiries and provide status updates throughout the transaction process.

· Coordinate with Community Association Managers and Accounting personnel to verify account information and resolve discrepancies.

· Facilitate ownership transfers and account updates following property closings.

· Maintain audit-ready records and documentation for all transactions and homeowner interactions.

· Track volume, deadlines, turnaround times, and completion status. Flag escalations early.

· Identify recurring issues and recommend process improvements to enhance efficiency and customer service.

· Ensure confidentiality of sensitive homeowner, financial, and company information.

Qualifications

· Associate degree preferred; equivalent combination of education and experience considered.

· Minimum two (2) years of experience in HOA/Condo Management, title/escrow, mortgaging servicing, real estate admin or closings required.

· Minimum two (2) years of experience in executive administration, hospitality, customer service, or a related field.

· Experience processing estoppels, resale packages, ownership transfers, or real estate closing documentation preferred.

· Strong customer service and interpersonal skills with a hospitality-focused mindset.

· Excellent written and verbal communication skills.

· Strong organizational skills and ability to manage multiple deadlines simultaneously.

· Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.

· Experience with HOA/Property Management software such as Vantaca, CINC, AppFolio, or similar platforms preferred.

· Ability to handle confidential information with discretion and professionalism.

Work Environment

This position operates in a professional corporate office environment with frequent interaction with homeowners, Board Members, vendors, title companies, lenders, attorneys, and employees. The role is primarily sedentary and requires extensive use of computers, telephones, and other office equipment to prepare documents, manage records, and communicate with stakeholders. The position involves frequent customer service and communication responsibilities conducted both in person and through electronic channels.

Occasional lifting and carrying of office supplies, files, and meeting materials weighing up to 20 pounds may be required. Success in this role requires maintaining a polished, professional, and hospitality-focused demeanor while delivering exceptional service and representing the company in a positive manner.

Key Competencies

• Customer Service Excellence
• Hospitality & Relationship Building
• Administrative Coordination
• Executive Support
• Attention to Detail
• Organization & Time Management
• Written Communication
• Problem Solving
• Accountability
• Confidentiality & Professionalism
• Multitasking & Prioritization

Disclaimer

The duties and responsibilities described above are intended to provide a general overview of the position and are not an exhaustive list. Additional duties may be assigned based on the needs of the community and management.

Pay: $24.00 – $28.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Title: Office Coordinator and Closings Administrator

Company: Signature One

Location: Sarasota