Office Administrative Assistant

Primary function:

The major responsibilities of this position are to insure a strict inheritance to the construction schedule, provide administrative support to purchasing, selections and accounting personnel.

Major Duties and Responsibilities:

  1. Process and print Hanging Blueprint for office use. Duplicate and distribute to appropriate subcontractors and vendors.
  2. Assemble construction packets and insure timely distribution to subcontractors and vendors, packets include purchase orders, blueprints, specifications and necessary correspondences required to build project.
  3. Insure a constant organization and filing of all Purchase Orders, Work Orders, Client Files and necessary office documentation.
  4. Acquire and fill out all utility, village and or municipality documentation necessary to obtain all permits required for construction and deliver to required municipalities on a timely basis.
  5. Maintain an office archive of up to date permit information for all active communities.
  6. In conjunction with accounting assist in preparing necessary closing and or sworn statements, upon request acquire necessary waivers for closings insuring accuracy upon receipt, and assist in invoicing and collection of community Association billing.
  7. Calculate vendor and supplier payouts and report any discrepancies accordingly, acquire necessary signatures and distribute to accounting.
  8. Support office staff as assigned.
  9. Organize supply room and order office supplies as required.
  10. Acquire final pricing from multiple vendors on a timely basis to insure accurate project sign off.
  11. Perform administrative duties as required.
  12. Assist in answering phones and direct to appropriate personnel as required.
  13. Must have own transportation for miscellaneous errands and permits delivery as required.
  14. Greet Customers at open house and walk them through selections introduction, online presentation , and physical samples in preparation for there initial selections meeting.
  15. As assigned open sales models and fill in gaps within the sales staff where required.

Minimum position requirements:

  1. Possess strong organizational clerical, problem solving, and communication skills.
  2. Ability to effectively interface with all department staff.
  3. Ability to Communicate clearly both oral and written.
  4. Detail orientated.
  5. Must have own transportation.

Compensation:

- Base salary negotiable
- Full Benefit Package