Administration Assistant

The Administrative Assistant is responsible for all administrative duties including, but not limited to typing, data entry, filing, copying and communication flow.  This role is vital in enabling smooth communication to our employees as well as customers and ensuring that the organization is running efficiently with well stocked supplies. 

Essential Job Functions

•  Primarily responsible for all incoming phone calls in a professional manner following company procedures.  Detailed messages to be taken when appropriate and delivered timely.
• Greet and assist all visitors to the Corporate Office in a professional and courteous manner.
• Open, sort, stamp with “received” and date, all mail addressed to the company, other than pieces marked “confidential” or from a banking institution.  Distribute correspondence to the appropriate personnel in a timely manner. 
• Responsible for all outgoing letters and packages, including preparation, proper postage and scheduling via USPS, Fed-Ex, UPS or courier all within specified time frame.
• Maintain office equipment, such as copiers and printers.  This includes scheduling service, ordering supplies, or cleaning. 
• Always maintain a professional appearance of the reception area, conference rooms, lobby and supply closets.
• Order and maintain adequate inventories of all office supplies and printed materials.
• Prepare letters to homeowners, including and not limited to, Ratified
• Agreements, Dig Date, Welcome, etc. within 48 hours. 
• Request transfer of all utilities to new homeowner’s name on the day of closing. 
• Review all corporate email and distribute accordingly.
• Support other coworkers and cross train as needed.
• Maintain and organize archived files.
• Subject to changes, modifications, additions and/or deletions.
• Support other employees as needed and cross train in other office duties.

Essential Environmental Demands:

·       Generally INSIDE environment

·       Generally Air-Conditioned/Heated environment

·       Generally Dry environment

·       Background noise is light to moderate office noises.

·       Non-hazardous environment

·       Environment is not controlled for fumes, dust, or odors

Essential Physical Demands:

·       Lifting up to 15 pounds

·       Frequent steps and/or walking

·       Occasional stooping or bending over

·       Occasional overhead as well as horizontal reaching is required