​

The position includes doing the following:

• Office activities

  • Answering telephone and taking and distributing messages. Follow-up and make sure all inquiries are addressed.

  • Have potential Clients complete Customer Profiles and develop New Customer Files.

  • Maintain New Client waiting list and schedule meetings as instructed.

  • Update list of ordered materials, receive shipments and compare to orders to verify accuracy.

  • Take care of all returns that are required.

  • Take notes at client meetings, as needed, noting Action items, and filing the notes in client files.

  • Provide clients with coffee, soda or water for meetings and maintain supplies of these products.

  • Review office supply needs, order and receive supplies, as needed.

  • Develop, type and mail correspondence as required.

  • On Fridays, ensure all files are returned to proper place and straighten front desk.

  • Administrative support to Richard and provide action lists to Shannan.

  • Fill paper in all printers and replace print cartridges as required.

• Supplier and Subcontractor activities

  • Maintain updated list of suppliers and subcontractors with proper contact information.

  • Call subs and suppliers on bid packages as needed. Developed in conjunction with Building Designer / Project Managers for Cost Estimating.

• Project and Construction activities

  • Schedule, coordinate and make customer contacts for all Warranty work.

  • Support the Design Assistant / Project Managers with contacts to suppliers and subcontractors as required, following up on materials, obtaining bids, coordinating materials and other activities as identified by the Design Assistant / Project Manager.

  • Support the Design Assistant / Project Managers with filing projects related paperwork in customer specific notebooks maintained for each specific customer project.

  • Develop client Notebook at Job Completion with list of subcontractors and product spec/warranty documents.

• Marketing activities

  • Develop customer promotional materials, including customer postcards and other customer-oriented marketing materials.

  • Maintain the website and social media accounts (Facebook, Instagram, Houzz, LinkedIn, Google My Biz).

  • Coordinate the annual Customer Appreciation Party by arranging the invitation list, invites and name tags.

  • Organize judges for the Fair Parade and coordinated Fair Party for clients and staff.

  • Coordinate special projects that include Home Tours or other special activities the company is involved in. This includes coordination with project sponsors, scheduling staffing for projects and seeing publicity materials are available for the project.

  • Prepare advertising and promotion materials for entries for homebuilder award competitions.

  • Create advertising program and ads to place in local newspaper and other media.

• Customer Punch List and Warranty activities

  • Maintain customer project Punch List requirements and Warranty items.

  • Coordinate with staff, suppliers and subcontractors to carry out and complete the actions required on the customer project Punch Lists and Warranty work.

  • Develop effective system for project follow-up and timely resolution of follow-up actions.