Administrative Coordinator

Administrative Coordinator

Reports to: Sales Manager
Classification: Non- Exempt

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Position Overview:

The Administrative Coordinator is to answer incoming phone calls in a timely and courteous manner; ensure our customers are greeted and assisted quickly and with a friendly smile, and support the Las Cruces staff in general, across departments within the division. The Administrative Coordinator will provide organization, while providing direction, coordination, and control of View Homes’ sales agreements and schedule of closings. This position will communicate with internal and external customers to provide and request information to facilitate the sales/closing process. This position will contribute to the customer’s satisfaction as View Homes’ representative and the Home Buyer’s representative to the company.

It is imperative that the Administrative Coordinator maintain a mindset of continual improvement and work diligently to foster a culture of continual improvement within the team, department, and company.

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Company Overview:

We sell and build our homes with enthusiasm, energy for our jobs, and respect for our customers. As a company, we seek to add value; to our customers, by providing them with a superior product, an exceptional customer experience, and a favorable price. To our employees, by providing them with employment that encourages personal growth and pride and paid at favorable compensation. And to our communities, through charitable contributions, and community support.

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Job Duties:

• Answer all incoming phone calls by the third ring.
• Greet all visitors to the office and ensure that all packages received for departments are properly checked in and recipient is notified that package has been received.
• Make conference room reservations and order meals and set up conference rooms for meetings.
• Main contact for property management.
• Receive and log in garage remotes, sprinkler systems keys, home keys and file, if necessary.
• Order office supplies as needed.
• Ensure proper maintenance of copier equipment.
• Facilitate engagement team activities – desk drops, decorate offices for birthdays, facilitate employee birthday cards, luncheons, potlucks, team building events, selfless services events, and holiday parties.
• Assist marketing team with ordering supplies for events, marketing literature and miscellaneous orders as needed.
• Update weekly and month-end sales report for the corporation utilizing data gathered from CRM.
• Update in-house prices lists as needed, to include daily sales, cancellations, and closings in our in-house networks.
• Process sales paperwork, monitor and follow—up on contract requirements to ensure successful closing. Distribute all contract-related information to appropriate internal and external customers.
• Ensure all contractual paperwork is accurate and complete. Communicate contract status with management.
• Process contract cancellations including the refund of earnest money, if applicable.
• Process payments for sales related invoices and reimbursement requests.
• Order re-rakes and re-cleans of homes inventory based on input from the sales team.
• Work closely with buyers, agents and mortgage companies to schedule closings with title companies.
• Communicate with and assist buyers regarding all aspects related to the closing of their new home by answering questions and solving problems for the buyer prior to closing.
• Coordinate with Construction and Sales departments in the scheduling of all requirements to ensure a timely walk and close.
• Set key/closing/orientation appointments and ensure that projections for required number of closings are consistently met according to the project's established goals.
• Prepare and register warranties for each new home closing.
• Ensure appraisals are ordered and supply appropriate comps to appraisal companies as needed.
• Provide plans and specs and ensure title company provides title work to lenders.
• Submit earnest monies to title company, request Release/Transfer of Earnest Monies for cancelled/transferred sales.
• Send executed Purchase Agreements to lenders, Realtors, and buyers.
• Other duties as assigned by the Sales Manager and Area President.
• Ensure you present yourself in a professional manner, while maintaining an insightful and enthusiastic team focused environment.
• Maintain open and positive communication channels to help the flow of information from department to department.
• Participate in training when needed. This includes learning industry knowledge, procedural proficiencies, and computer software.
• Adhere to departmental operating guidelines and View Homes’ Employee Manual.
• Perform other duties as assigned by the Division President.
• Have a fun and enthusiastic attitude!

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EXPERIENCE: Minimum two-years’ experience in these or related functions.

While not required, the ideal candidate will have Minimum one-year experience in a home sales environment, and exceptional customer service experience.

EDUCATION: Minimum High School Diploma, GED, or equivalent.

EEO/OSHA/ADA: Able to manipulate and be proficient with PCs and Windows applications; Microsoft Word, Excel, PowerPoint, etc., use CRT/screens, keyboards, mouse/pointing devices, etc., associated with contemporary computers. Able to sit or stand for extended periods of time.