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.

Responsibilities

• Enter new customers and sales activity into the Cirrus system.
• Maintain and update the Deal Status Log including deal entries, status updates, serial numbers, walk sheets, and closing timelines.
• Prepare and maintain customer deal jackets and supporting documentation.
• Complete walk-through documentation for homes and coordinate home sign-off paperwork.
• Send customer follow-up and next-step communications upon home delivery.
• Answer incoming calls, assist customers with questions, and direct inquiries appropriately.
• Provide support to Housing Consultants, Project Coordinators, and the General Manager as needed.
• Process customer deposits and transmittals to accounting.
• Process title paperwork through Cirrus and submit required documentation to corporate.
• Prepare and submit manufacturer warranty cards to factories.
• Upload cancellation requests and other documentation into Cirrus.
• Prepare check requests for refunds, overpayments, travel reimbursements, and customer satisfaction items.
• Review vendor invoices and submit accounts payable items to corporate for processing.
• Maintain and process employee reimbursement and mileage forms.
• Track and submit credit card receipts and expense documentation to accounting.
• Prepare customer lists and reports for factory coordination.
• Maintain accurate customer files and ensure documentation compliance.
• Serve as a point of contact for customers regarding post-delivery service or warranty concerns.
• Coordinate with factories and vendors to resolve outstanding service or warranty issues.
• Follow up with customers regarding extended warranty opportunities.
• Order and coordinate installation of items such as A/C units or skirting when required per purchase agreements.
• Order and maintain office supplies and ensure supply areas remain organized.
• Maintain vendor, contractor, and lender information as needed.
• Manage sales literature and marketing materials including brochures, floor plans, and display model information.
• Order business cards and office materials for staff.
• Maintain furniture and office inventory records.
• Collect and distribute incoming mail and packages and maintain the office post box.
• Provide back-up support to the project coordinator when needed.
• Aid in general office administrative duties such as scanning, filing, and document management.
• Become a commissioned Notary Public if required for business needs.
• 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 preferred.
• Strong customer service and communication skills.
• Proficiency with Microsoft Office (Word, Excel) and general office software.
• Strong organizational skills and attention to detail.
• Able to manage multiple tasks and prioritize workload effectively.
• Must have reliable transportation for occasional errands such as bank or post office visits.

Qualifications

• None specified.

Skills

• Microsoft Office (Word, Excel).
• General office software.
• Customer service and communication skills.
• Organizational skills and attention to detail.
• Ability to manage multiple tasks and prioritize workload effectively.

Benefits

• Medical, dental, and vision insurance options.
• Paid time off.
• Company provided life insurance policy.
• 401(k) plan.

Pay

N/A

Schedule

Monday through Friday, 8:00 AM - 5:00 PM