Roles and Responsibilities

*Schedule Closings

Dirts: once “texture complete” notification is received closing can be set for dirt home; notifications are received daily from RPT

Specs: closing is scheduled two days after contract date

**Scheduling closings includes working with construction/mortgage/title to meet targeted close date; should date need to be adjusted, buyer must be notified to reschedule closing per construction/mortgage needs

Tasks to be completed when close date is adjusted:

1. Update calendar appointment to correct time/date and enter notes 2. Update buyer tracker w/ time/date and enter notes 3. Update date in Home Selects 4. Send Closing Notification Letter to buyer after confirming time/date over the phone (contacted by phone if closing is within the next 30 days)

“Calendar Cleanup” is done weekly to verify that specs have been added to the calendar and are set, and to check for all dirts that have not reached texture complete; dirts that have not reached texture complete may need to be moved based on eschedule -Buyers sometimes present challenges (will be out of town during date set for closing, hectic work schedule, unable to schedule time off); below are options that can be presented to buyer in these challenging cases:

1. Remote Closing – A closer is sent to the buyer meeting them at a central location; this option should only be used as a last resort, mainly at the end of the month. Work through all other options with buyer before presenting a remote closing 2. Power of Attorney – This option can be used if the buyer has a family member that can come in to conduct closing on their behalf. Title would need to be notified of POA asap to ensure that all paperwork is received prior to closing 3. Mail out – If a buyer will be out of town during the date that closing is set for, a mail out could be presented. Documents would be mailed to buyer, signed and mailed back. The mail out date and funding date must be included in the closing invite; funding date is generally 2-3 days after documents have been mailed, but may take longer if mailing internationally. Check turn times with title once address is provided by buyer

*TXVETs

1. Track TXVET spreadsheet and update regularly to ensure that all TXVETs are included and close dates are accurate (must be updated if close date changes)
2. Verifying that the home qualifies for TXVET; checked in home selects
3. Send email to correct member of RPT team to verify date that trees/sod will be installed
4. Send email to Veritas rep. to verify date when Energy Star Certification can be expected; this includes tracking up until cert is received
5. Update buyer tracker when updates regarding trees/sod/estar cert are rcvd

**Homes that are verified TXVET must have sod installed prior to closing being conducted**

*Bucket Process
“Options Spreadsheet” is tracked daily, this includes: 1. Copying necessary information on all new dirt signups into spreadsheet 2. Updating spreadsheet once: a. Options are rcvd b. Has gate 1- once options are rcvd and buyer has hit gate 1 the initial email can be sent to RPT so that work can start on plans/permits c. Has CA – final email is sent to RPT giving the go ahead to add to a bucket

**Must correctly calculate date that home can be released to RPT; i.e. after 7 days for Centex homes and after 14 days for Pulte/Del Webb homes** 3. Must track OSL’s for prelim/CA 4. Copy dates that buyer hits Gate1/CA, and date that home was initially released to RPT into Contract Tracker as well

Bucket number is added to both Contract Tracker and Buyer Tracker; includes Jumpstarts

*Bucket Release
Once a Bucket is released by RPT 1. “slotted button” must be chosen for all homes included in bkt 2. All homes must be added to the calendar according to date in bkt 3. Dates must be updated in buyer tracker/home selects

*Approving HUDs/Communication Record
HUDs sent from title team must be reviewed/approved Data compared to Lawson
Communication record must be printed for each HUD that is sent 1. Verify buyers names/address 2. Sales Price verified 3. Change orders verified – make sure that all CO’s are on file and signed by the buyer(s) 4. Closing costs verified 5. If realtor on file verify commission

*Closing Out House Files (HUDs)
Once buyers close HUDs must be printed from San Antonio HUDs inbox 1. House file is pulled 2. All paperwork is placed in proper order 3. HUD is placed on top and holes are punched in all paperwork and placed in folder 4. Buyer’s last name is written on folder 5. HUDs filed in closed files

*Closing out in Buyer Tracker/Contract Tracker
All buyers who closed the previous day must be closed out in buyer tracker and removed from Contract Tracker. If contract tracker indicates that buyer still has outstanding pending items (highlighted): 1. Check sales pending list to verify what is still pending 2. Check electronic file/house file to make sure that item/items have not been rcvd 3. If not rcvd, record on list of all that have closed w/ pending items and mark pending list as “closing with outstanding pending items”

*Backlog Report
Every Monday morning Backlog Report is prepared; this includes 1. Determining what is to be reviewed that week (ex. 30 days + no CA) 2. Generating and correctly formatting report (step by step instructions provided) 3. Send to correct contact group for backlog

**Once backlog meeting is completed Wednesday, all notes must be entered into buyer tracker; all buyers who will need to be rescheduled is contacted; must determine if notes should be made public or kept internal only**

*Contingency Updates
Each week, generally Friday, Contingency spreadsheet must be updated. Contact is made with either sales or buyers directly to determine status of contingency; this includes tracking when properties close and receiving HUDS (once executed HUD is rcvd, buyer tracker must be noted and contingency status changed to “released”)

*Builder Certs
Prepare BC’s for PMC/OSL’s as requested PMC 1. Prepare BC based on loan type/community 2. Get signatures/stamp date 3. If VA docusign description of materials form to buyer to be signed 4. Once all steps are complete forward to lender and note that BC has been sent in buyer tracker