Position Overview The Homeowners Services Program Coordinator is an administrative and homeowner services specialist responsible for keeping program files, information, schedules, and communications accurate, organized, and moving forward. The coordinator supports homeowners and internal teams through timely document collection, CRM management, correspondence, appointment coordination, and routine post-closing assistance. This role provides consistent operational support while routing coaching, eligibility, lending, construction, and complex homeowner matters to the appropriate specialist. Duties / Main Responsibilities - File and data management: Creates, organizes, maintains, audits, and archives homeowner program files in accordance with established naming, retention, confidentiality, and compliance standards.
- Scheduling: Coordinates appointments, orientations, meetings, closings, post-closing check-ins, and other program activities; sends confirmations, reminders, and follow-up notices.
- Document collection: Requests, receives, reviews for completeness, tracks, and securely stores required homeowner documents; follows up on missing, incomplete, or expired items and routes substantive questions to the appropriate specialist.
- CRM management: Maintains accurate and timely homeowner records, contact information, status updates, milestones, tasks, notes, documents, and reports in the organization’s CRM and related systems.
- Homeowner correspondence: Serves as a consistent administrative point of contact, prepares and sends routine correspondence, explains next steps and deadlines, and directs coaching, eligibility, lending, construction, or complex service needs to the appropriate team member.
- Post-closing routine support: Provides scheduled administrative follow-up after closing, shares approved resources and reminders, documents contacts and service requests, and coordinates referrals or escalation when specialized assistance is needed.
- Monitors program workflows, deadlines, document expirations, and outstanding tasks; prepares status reports and alerts team members to items requiring action.
- Supports preparation of program packets, forms, letters, meeting materials, and reports using approved templates and current information.
- Coordinates records and routine information across homeowner services, lending, construction, finance, volunteer, and other teams while maintaining appropriate confidentiality.
- Identifies recurring administrative issues and recommends practical improvements to forms, workflows, data quality, and homeowner communication.
- Performs other duties as assigned.
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