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Division / DepartmentPurchasingSalesServiceSupport

Sales and Settlement Coordinator (Gallatin, TN)

GENERAL FUNCTION:    

Under the supervision of the Director of Operations and HOA, the Sales and Settlement Coordinator is responsible for all Contract paperwork from origination through Closing.  

SPECIFIC DUTIES AND RESPONSIBILITIES:

  • Contracts:

  • Review sales contracts for completeness prior to approval

  • Add new contract documents to the server

  • Create Community Lot Folders on the server

  • Approve contracts in Sales Simplicity

  • Update information in Filemaker

  • Update Ops Meeting Report

  • Email Lender Form to WBT and SSM

  • Email Interactive form to Symspire and/or Design Center

  • Email NHC Green Status of complete/correct contract

  • Make copies of Earnest money and Option deposits and distribute to Accounting

  • Request RWC applications via email

  • Create magnets with corresponding Community Lots for closing board

  • Create a manila folder for corresponding Community Lot

  • Email executed contract to Buyer, NHC, Realtor, Lender, and Title

  • Email Cooperative Agreement to NHC, Realtor, Lender, and Title

  • Email Starts Coordinators once a SMKT home has an executed contract and is uploaded to the server

  • Review Commitment Memos and scan to the server

  • Review Stipulations that are added to the contract

  • Email executed Stipulations to Buyer, NHC, Realtor, Lender, and Title

  • Review DCA’s that are added to the contract

  • Email executed DCA’s to Buyer, NHC, Realtor, Lender and Title

  • Review and process Cancel Checklist and Cancellation Agreements

  • Email executed Cancellation Agreements to Buyer, NHC, Realtor, Lender and Title

  • Review and process Community Lot Transfers

  • Review and update information on the SSC Contract Checklist continuously

  • Update SSC Scorecard and place on Evernote daily

  • Update Guest Report weekly and send out to all users

  • Closings: 

    • Schedule Welcome Home Celebration, Day of Close Review, and Closing date/time/place with Buyer via phone

    • If the home is a SMKT, coordinate with the Lender and Customer Care on scheduling a WHC and Closing date

    • Email Buyer, NHC, PM, Realtor, Lender, Title, and Closing Group the scheduled WHC, Day of Close Review, and Closing appointments

    • Coordinate with Buyer’s Lenders to complete all pertinent documents: Contracts, Change Orders, Builders’ Certification, etc.

    • Update the Settlement Schedule

    • Update information in Filemaker

    • Update Corporate Resolutions, as needed

    • Update magnet with FF, WHC, and Closing information

    • Coordinate with Project Managers as needed for Certificates of Occupancy, completion times, etc.

    • Coordinate with Waynes Environmental for termite letters

    • Coordinate with DP for needed signatures on loan documents

    • Keep Closing Board up-to-date with current and following month’s Closings that are scheduled

    • Scan documents to server: HTC contracts, RWC applications, Fill Letters, Builder’s Certificates, Warranty of Completion, VA/FHA documents, Soil Treatments, Certificate of Occupancy, etc.

    • Review and approve CD/Alta’s sent from Title Company

    • Review RWC applications that are returned due to missing data and coordinate with Title companies to correct and return to RWC

  • Meetings:

    • Ops Meeting Weekly

    • Admin Meeting Weekly

    • GGB every other Wednesday



PREREQUISITES FOR SUCCESS: 

  • Able to work with the public in a cooperative, professional and friendly manner.



ORGANIZATIONAL RELATIONSHIPS:

REPORTS TO:    Director of Operations and HOA


WORKS WITH:    All employees, management, and public


SUPERVISES:

    

N/A

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Customer Care Field Representative (Knoxville, TN)

GENERAL FUNCTION: Performs daily field activities required so that customer experience is maximized. This position is a key part of the customer care team that focuses on being the builder of first choice for our customers. 

SPECIFIC RESPONSIBILITIES: 

• Quality Control Inspections 

• Welcome Home Celebrations 

• Year End appointments 

• Trade oversight at year end appointments 

• Market home reviews 

• Repairs to homes as needed not requiring power tools 

• Sundry organization in office 

• Tasks as assigned by Customer Care Manager 

• All meetings as required 

PREREQUISITES FOR SUCCESS: 

• Experience in drywall/paint repairs 

• Good construction knowledge 

• High attention to detail 

• Ability to analyze problems and take corrective action 

• Organizational aptitude to manage the job load and necessary paperwork 

• Excellent people skills 

• Ability to safely climb ladders, inspect attics and crawlspaces 

ORGANIZATIONAL RELATIONSHIPS: 

REPORTS TO: Customer Care Manager 

SUPERVISES: Does not apply 

WORKS WITH: Customer Care Department, Project Managers, Trades

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Design Center Coordinator (Nashville, TN)

GENERAL FUNCTION:    Under the supervision of the Design Center Manager, the DC Coordinator is responsible for maintaining the Design Center, answering the phone and greeting all visitors to Goodall Homes Design Center along with other Specific Duties and Responsibilities listed below.


SPECIFIC RESPONSIBILITIES:
  • Check schedule to confirm all customers from start schedule have an appt – If market home is on start schedule add to calendar
  • Prep appointments for upcoming week by end of Friday for next DC week
  • Grey out dates on Org Sheet
  • Email customer WTE emails
  • Complete Market Home Commitment Memos
  • Mark completed tasks on Success Tracker & Org Sheet (grey out)
  • Emails with outstanding issues and research solutions
  • Finalize appts within 24 hours of the DC appt
  • Preview appointments
  • Prepare Change Orders
  • Overall maintain DC – load drinks and snacks, answer door, answer phone, return messages
PREREQUISITES FOR SUCCESS: 
  • Excellent verbal and written communication skills, including ability to communicate with internal and external customers

  • Ability to follow, establish, or modify defined business processes

  • Ability to organize and prioritize effectively

ORGANIZATIONAL RELATIONSHIPS: 


REPORTS TO:    Design Center Manager


WORKS WITH:    All team members, management and public


SUPERVISES:    N/A

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Division Purchasing Manager (Nashville, TN)

GENERAL FUNCTION:

In collaboration with the Division President and Corporate Director of Purchasing, the Purchasing Manager is responsible for all purchasing functions, supervision of the purchasing team, and strategic development of best in class processes that drive customer service excellence. The Purchasing Manager works in close collaboration with all departments to ensure successful bids for goods and services are conducted in accordance with organizational policies and procedures. Responsible for accurately establishing and monitoring costs associated with product in development and construction phases. Work with the product development group to research and develop marketable designs and value engineering opportunities.

SPECIFIC DUTIES AND RESPONSIBILITIES:

  • Manage the purchasing team at the divisional level including hiring, training, and developing to ensure a quality team that functions well together.

  • Ensure that records of goods ordered and received are accurately maintained.

  • Locate and interview vendors of materials, equipment, and supplies in order to determine product availability.

  • Control and monitor the purchasing departments’ budget.

  • Identify and implement improved and/or more cost-effective methods and materials.

  • Analyze market to assess present and future material availability.

  • Develop purchasing and contract management policies and procedures.

  • Participate in the development of specifications for homes.

  • Manage vendor relationships including negotiating contracts, formulating policies and procedures, resolving grievances and ensuring a competent subcontract force in the division.

  • Review, evaluate and approve specifications for issuing and awarding bids.

  • Ensure that all reports are completed accurately and in a timely fashion including those relating to market conditions, home cost, option cost.

  • Administer the purchasing and options systems and ensure their utilization and accuracy.

  • Maintain and implement systems to streamline operations.

  • Ensure that various records are maintained pursuant to Company policies including construction contracts, drawings, home/subdivisions specifications.

PREREQUISITES FOR SUCCESS:

  • Bachelor’s degree in Computer Science, Information Technology, Engineering, Information Systems, Business Management, Purchasing/Supply Chain Management, or Building Construction is preferred.

  • NAPM (APP CPM) or APICS (CPIM, CIRM) certification preferred.

  • Knowledgeable about the construction industry including construction cost, materials, products, methods, and procedures.

  • Knowledge and familiarity with construction drawings and addendums.

  • Ability to multi-task and prioritize several tasks without compromising quality of work or mission deadlines.

  • Proven organization skills in a high paced work environment.

  • Must be able to use Microsoft Office Suite software for advanced internal and external communications, creation of reports and presentations and database maintenance.

  • Ability to review, analyze and interpret information as well as trouble-shoot to solve problems.

  • Ability to adapt in a changing workplace.

  • Skilled at complex negotiations using high levels of integrity and sound judgment.

  • 5-7 years progressive experience in purchasing with a minimum of 3 years in the home building industry preferred.

  • Experience working with applications such as JD Edwards, Newstar Enterprise, Sapphire, Build Pro/Supply Pro, or similar applications.

  • Accountability Metrics:

  • Direct Cost Management

  • General Procurement

  • Variance Reporting

  • Option Margin

  • Team Member Hiring, Training, and Development

  • Standard Operating Procedure Creation and Implementation

ORGANIZATIONAL RELATIONSHIPS:

REPORTS TO:    Division President


WORKS WITH:    Production, Warranty, Product Development, Sales & Marketing, and Support Team


SUPERVISES:

    

Starts Coordinators, Purchasing Agents, and Purchasing Coordinators

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New Home Specialist (Nashville, TN)

GENERAL FUNCTION:

Under the direction of the Vice President of Sales and Marketing the general function of the New Home Specialist (NHS) is to develop online and community prospects and convert them to customers.

SPECIFIC DUTIES AND RESPONSIBILITIES:
  • Making and receiving phone calls to guest

  • Conduct remote virtual tours with guests visiting Goodall neighborhoods

  • Respond to all e-mail and phone leads immediately on scheduled work days

  • Provide consistent follow-up to online prospects with goal of setting an appointment with the NHC

  • Provide information and marketing material to prospects

  • Utilize lead-management software

  • Visit Goodall Homes neighborhoods once a quarter and maintain updated information

  • Create and deliver ongoing e-mail campaigns

  • Track and report online lead activity and sales conversion ratios monthly to VP of Sales, Marketing Director and Sales Team

  • Maintain website content


PREREQUISITES FOR SUCCESS: 
  • Prior Sales and/or Marketing experience preferred

  • Proven video, email and phone communication skills to articulately and professionally handle interaction with customers, team members, trade partners, and general public.

  • Sufficient computer skills to smoothly conduct remote virtual tours and to effectively utilize CRM data base and website admin program, in addition to other common computer and web-based computer programs.

  • Must have or must obtain Tennessee Real Estate License

  • Completion of 4:2 Sales Training


ORGANIZATIONAL RELATIONSHIPS: 


REPORTS TO:    VP Sales and Marketing

WORKS WITH:    Internal and External customers 

SUPERVISES:

    

N/A

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Purchasing Agent (Nashville, TN)

GENERAL FUNCTION:    

In collaboration with the Division Purchasing Team, the Purchasing Agent is responsible for all purchasing functions for their assigned cost types and strategic development of best in class processes that drive customer service excellence. The Purchasing Agent works in close collaboration with all departments to ensure successful bids for goods and services are conducted in accordance with organizational policies and procedures. Responsible for accurately establishing and monitoring costs associated with product in development and construction phases. Work with the product development group to research and develop marketable designs and value engineering opportunities. 

SPECIFIC DUTIES AND RESPONSIBILITIES:

  • Assist the purchasing team at the divisional level including hiring, training, and developing to ensure a quality team that functions well together.

  • Ensure that records of goods ordered and received are accurately maintained.

  • Locate and interview vendors of materials, equipment, and supplies in order to determine product availability.

  • Control and monitor the purchasing departments’ budget.

  • Identify and implement improved and/or more cost-effective methods and materials.

  • Analyze market to assess present and future material availability.

  • Implement purchasing and contract management policies and procedures.

  • Participate in the development of specifications for homes.

  • Manage vendor relationships including negotiating contracts, formulating policies and procedures, resolving grievances, and ensuring a competent subcontract force in the division.

  • Review, evaluate and approve specifications for issuing and awarding bids.

  • Ensure that all reports are completed accurately and in a timely fashion including those relating to market conditions, home cost, option cost.

  • Administer the purchasing and options systems and ensure their utilization and accuracy.

  • Maintain and implement systems to streamline operations.

  • Ensure that various records are maintained pursuant to Company policies including construction contracts, drawings, home/subdivisions specifications.

QUALIFICATIONS, EDUCATION, AND EXPERIENCE: 

  • Bachelor’s degree in Computer Science, Information Technology, Engineering, Information Systems, Business Management, Purchasing/Supply Chain Management, or Building Construction is preferred. 

  • Knowledgeable about the construction industry including construction cost, materials, products, methods, and procedures.

  • Knowledge and familiarity with construction drawings and addendums.

  • Ability to multi-task and prioritize several tasks without compromising quality of work or mission deadlines.

  • Proven organization skills in a high paced work environment.

  • Must be able to use Microsoft Office Suite software for advanced internal and external communications, creation of reports and presentations and database maintenance.

  • Ability to review, analyze and interpret information as well as trouble-shoot to solve problems.

  • Ability to adapt in a changing workplace.

  • Skilled at complex negotiations using high levels of integrity and sound judgment.

  • 3-5 years progressive experience in purchasing with a minimum of 3 years in the home building industry preferred.

  • Experience working with construction management, estimating and accounting software.



  • Accountability Metrics: 

  • Direct Cost Management

  • General Procurement

  • Variance Reporting

  • Option Margin

  • Team Member Hiring, Training, and Development 

  • Standard Operating Procedure Creation and Implementation


ORGANIZATIONAL RELATIONSHIPS:

REPORTS TO: Division Purchasing Managers 


WORKS WITH:  Production, Warranty, Product Development, Sales & Marketing, and Support Team


SUPERVISES:   N/A

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