Nashville Closing and Marketing Coordinator

FLSA Status: Non-Exempt, Full-Time

Reports to: Division President

Direct Reports:  N/A

Last Updated: July 10, 2019

At Smith Douglas Homes, we pride ourselves on being one of the fastest growing, privately owned home building companies in the country.  Due to our rapid growth, we are looking for a Closing Coordinator to join our Team in the Nashville, TN division.  Smith Douglas Homes is proud to offer a competitive benefits package to our employees as well as a family type work environment.

Position Summary:

This position directly assists the VP of Sales in administrative tasks to achieve sales team effectiveness essential to sales team productivity. These include reporting, sales process optimization, sales training, and sales program implementation.  This position shall also provide necessary marketing analytics for land packages.

Essential Functions:  Core duties or tasks fundamental and not marginal to the performance of the job. 

  1. Assist with preparation of material for weekly sales team rallies to lead, inspire, and train sales staff.
  2. Analyze market trends to efficiently strategize pricing, value, absorptions, floorplans, and trends.
  3. Meet deadline submittal to the corporate land committee for approval on projects based on proforma and market research demonstrating creativity, initiative, good judgment, and the ability to analyze current trends of market.
  4. Assist in writing due diligence to show feasibility studies for land committee approval.
  5. Collect data to perform research analysis from competitors for active and future communities
  6. Manage the coding and processing of marketing invoices in a timely manner.
  7. Manage and fulfil community supply orders, including office supplies, bulk signage, collateral, etc.
  8. Manage the opening and closing of a community from an ISP and technical perspective, including the scheduling of ISP installation and coordination of necessary supplies including, but not limited to, phones, printers and community computers.
  9. Complete website updates as needed.
  10. Assist with corporate events as needed.
  11. Assist with various marketing needs ad hoc.
  12. Ensure that community startup/closeout process is handled in accordance with project timelines.
  13. Proof and manage document distribution and storage of all related documents for executed contracts through various systems to include paper and electronic copies.
  14. Upon notification of executed contract, distribute contract exhibits to appropriate drive locations, accept executed contact in SMART, and update Sales Goal Sheet.
  15. Process closing schedule reports through the SMART system 45 days prior to closing. Prepare additional closing and tracking reports as needed.
  16. Coordinate the scheduling and rescheduling of all closings between Sales Agents and Closing Attorneys.
  17. Ensure that the most current information is available related to the status of scheduled closings.
  18. Manage all closing schedules between the SMART system and Closing Calendar.
  19. Approve HUD’s and CCS’s prior to closing. This process will include checking the Broker’s files for completeness and tracking down needed information.


  1. Assist the Listing and Staff Coordinator, as needed, to include:
  1. Manage and fulfill hostess staffing needs
  2. Review the hostess Staffing Invoices for A/P approval of payment.
  3. Input Realty Listings in the Multiple Listing Services.
  4. Review the MLS Invoices for A/P approval of payment
  5. Coordinate updated listing information with Sales Agents.  Utilize SWIFT (or comparable) listing service data entry program.
  6. Record and provide paperwork to MLS when closings occur.


Minimum Job Requirements:


  • Associate Degree in Business and Marketing


  • Minimum three years of new home industry experience with knowledge of the home building industry relative to sales and marketing strategies, analytics, and techniques.

Computer Skills:  Land Vision, GIS maps, Microsoft Office, SMART

Mental/Reasoning Requirements:

  • Reading
  • Writing
  • Advanced Math Skills
  • Problem Solving and analytical skills

Work Environment:

  • Works Alone
  • Works w/others
  • Working knowledge of given market (geographically)
  • Work with computer and office equipment
  • Local travel to communities may be required
  • Background Check approval

Social/Interpersonal Traits:

  • Self-motivated and takes initiative
  • Detail oriented aptitude
  • Strong organizational skills
  • Decisiveness and good judgment
  • Ability to foster teamwork
  • Excellent verbal and written communication skills
  • Ability to influence others
  • Strong orientation in customer service/satisfaction
  • Ability to prioritize multiple tasks

This job description is a summary of the duties associated with the named position.   While every effort has been made to make this description as complete as possible, this description is not intended to be a complete and inclusive list of all duties and responsibilities related to any one position.  Smith Douglas reserves the right to modify what is summarized in this job description as business necessity and efficiency deem appropriate.  Smith Douglas is an “at-will” employer, meaning that an associate’s employment has no specified term and that the employment relationship may be terminated any time at the will of either party on notice to the other.

We are an equal employment opportunity employer and a certified Drug Free Workplace.

About this company

New home builder Smith Douglas was recently recognized by Builder Magazine as the 7th fastest-growing private builder in the United States and the 40th largest builder in the Builder Top 100 Rankings. Smith Douglas Homes has over 40 years of experience in the business and is widely recognized for constructing quality homes at affordable prices in the places you want to live. At Smith Douglas, you can be assured that your new home is crafted with quality, built with integrity and will retain value for life. Through our proven, disciplined operations, we reduce costs and deliver quality craftsmanship, which translates into a well-constructed home at a price you can afford. We believe that the Smith Douglas Culture will allow everyone involved in the homebuying process to have a positive experience. From our home office in Woodstock, GA to our construction managers and trade partners, our team works like a family, which allows us to deliver excellent service to our customers, because at the end of the day, our customers are part of the Smith Douglas Family too.

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