Administrative Assistant

About the role

The Administrative Assistant supports the daily operations of the sales center by providing administrative, customer service, and sales support functions. This role works closely with the General Manager, Project Coordinator, and sales team to ensure accurate processing of customer transactions, coordination with corporate departments, and efficient office operations. The ideal candidate is highly organized, customer-focused, and able to manage multiple responsibilities in a fast-paced retail sales environment.

Responsibilities

• Customer & Sales Support: Enter new customers and sales activity into the Cirrus system.
• Customer & Sales Support: Maintain and update the Deal Status Log including deal entries, status updates, serial numbers, walk sheets, and closing timelines.
• Customer & Sales Support: Prepare and maintain customer deal jackets and supporting documentation.
• Customer & Sales Support: Complete walk-through documentation for homes and coordinate home sign-off paperwork.
• Customer & Sales Support: Send customer follow-up and next-step communications upon home delivery.
• Customer & Sales Support: Answer incoming calls, assist customers with questions, and direct inquiries appropriately.
• Customer & Sales Support: Provide support to Housing Consultants, Project Coordinators, and the General Manager as needed.
• Accounting & Documentation Processing: Process customer deposits and transmittals to accounting.
• Accounting & Documentation Processing: Process title paperwork through Cirrus and submit required documentation to corporate.
• Accounting & Documentation Processing: Prepare and submit manufacturer warranty cards to factories.
• Accounting & Documentation Processing: Upload cancellation requests and other documentation into Cirrus.
• Accounting & Documentation Processing: Prepare check requests for refunds, overpayments, travel reimbursements, and customer satisfaction items.
• Accounting & Documentation Processing: Review vendor invoices and submit accounts payable items to corporate for processing.
• Accounting & Documentation Processing: Maintain and process employee reimbursement and mileage forms.
• Accounting & Documentation Processing: Track and submit credit card receipts and expense documentation to accounting.
• Accounting & Documentation Processing: Prepare customer lists and reports for factory coordination.
• Accounting & Documentation Processing: Maintain accurate customer files and ensure documentation compliance.
• Warranty & Vendor Coordination: Serve as a point of contact for customers regarding post-delivery service or warranty concerns.
• Warranty & Vendor Coordination: Coordinate with factories and vendors to resolve outstanding service or warranty issues.
• Warranty & Vendor Coordination: Follow up with customers regarding extended warranty opportunities.
• Warranty & Vendor Coordination: Order and coordinate installation of items such as A/C units or skirting when required per purchase agreements.
• Office Operations: Order and maintain office supplies and ensure supply areas remain organized.
• Office Operations: Maintain vendor, contractor, and lender information as needed.
• Office Operations: Manage sales literature and marketing materials including brochures, floor plans, and display model information.
• Office Operations: Order business cards and office materials for staff.
• Office Operations: Maintain furniture and office inventory records.
• Office Operations: Collect and distribute incoming mail and packages and maintain the office post box.
• Additional Responsibilities: Provide back-up support to the project coordinator when needed.
• Additional Responsibilities: Assist with general office administrative duties such as scanning, filing, and document management.
• Additional Responsibilities: Become a commissioned Notary Public if required for business needs.
• Additional Responsibilities: Perform other duties as assigned to support the operations of the sales center.

Requirements

• High school diploma or GED required.
• Minimum of 2 years’ administrative or office support experience is preferred.
• Strong customer service and communication skills.
• Proficiency with Microsoft Office (Word, Excel) and general office software.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and prioritize workload effectively.
• Must have reliable transportation for occasional errands such as bank or post office visits.

Physical Requirements

• Frequent standing, walking, and use of hands.
• Occasional lifting of up to