This role is responsible for a wide range of functions and aims to execute all administration duties for the office to the highest quality standards while scheduling Design Studio appointments and processing purchase agreement documentation. As Office Manager, this position will oversee general office management duties and will serve as the Office Receptionist and Design Studio Welcome Ambassador for our guests, trade partners, and homeowners. For the documentation process, primary duties are creating homeowner profiles, properly uploading purchase agreement documents, and file management. 

Office Manager Functions –  50%

·  Maintain reception area, closing conference rooms, break room, and all common areas in a clean and tidy manner at all times

·  Perform daily opening and closing duties [see process]

·  Welcome visitors in a warm and friendly manner; answer questions visitors have

·  Re-stock Hospitality, Kitchen and Conference Rooms with snacks and beverages for daily business

·  Stage digital signage for internal information and for homeowners appointments and closings

·  Preparing conference rooms and design center for meetings

·  Answering phones in a professional manner, and routing calls as necessary.

·  Receive, sort and distribute incoming mail/deliveries; Maintain mail distribution log

·  Maintain office supply closet in a neat and orderly fashion and monitor proper stock levels

·  Take inventory of office supplies and equipment; order and distribute

·  Maintain all office equipment, service requests and vendor contact information

·  Serve as an additional information technology resource and SME on using Office Equipment

·  Control all technology applications settings for Design Center, Reception Area and Office

·  Point of contact for general office needs, building maintenance, mailing, shipping, supplies, equipment, bills and errands

·  Engage with internal and external company event planning; Manage appropriate budgets

·  Seasonal: Upkeep irrigation & flowers; Remove snow & salt sidewalks; Adjust thermostats

·  Assist Fun Committee with event planning efforts

·  Perform other clerical receptionist duties such as filing, photocopying, mailings, etc.

·  Manage hired cleaning staff; verify performance and accountabilities

·  Keep updated records of office expenses and costs; Align to annual budget

·  Establish and maintain procedures for the operation of the office; Oversee adherence

·  Performs other duties and offers additional support to all departments, as needed.

Purchase Agreement Coordinator – 40%

·  Initiate timely kick-off notifications for new home sales

·  Create and organize customer permanent files

·  Process Purchase Agreements into production

·  Enter job information into Builder Trend

·  Process purchase agreement cancellations

Design Studio Ambassador – 10% 

·  Schedule Design Studio appointments on behalf of Design Specialist(s)

·  Review SSO change orders before scheduling design appointments

·  Proactively communicate with Homeowners on behalf of Design Specialist, as needed

·  Energetic professional who doesn't mind wearing multiple hats and enjoys working in a fast-paced environment.

·  Experienced in handling a wide range of administrative support related tasks and able to work under pressure and independently with little or no supervision.

·  Well organized, flexible and willing to manage the administrative challenges of supporting an office of diverse people.

·  Must have the attitude and ability to adjust to rapidly changing priorities and be able to prioritize multiple tasks simultaneously with a professional, positive demeanor.

·  Must possess high initiative, integrity, strong work ethic, adaptability, strong aptitude, detail-oriented, a resourceful mindset, and consistent follow-through

·  Strong interpersonal skills, ethics, and cultural awareness

·  Advanced administrative, organizational, and time management skills

·  Excellent communication skills requiring good listening, speaking, and writing

·  General understanding and knowledge of phone etiquette and scheduling meetings

·  Systematic and efficient in daily tasks, time management and prioritization

·  Customer-focused attitude, with high level of professionalism and discretion

·  Continually seek opportunities to create or improve existing processes

Education and/or Experience

·  High School Diploma required; Associates Degree preferred.

·  Minimum of 1 year of experience in Customer Service or Office Administration.

·  Demonstrated knowledge of providing customer service and interacting with customers

·  Strong phone and communication skills. Bilingual English/Spanish preferred but not required

·  Resourceful and have strong problem-solving aptitude

·  Prior experience or background/exposure in the construction industry is preferred.

·  Proficiency with Microsoft Office Programs and able to learn other systems, as needed

Certificates, Licenses & Designations:  None required.