What are the responsibilities and job description for the Administrative Assistant position at Atlantic Builders?
Atlantic Builders is looking for a full-time Administrative Assistant to join our TEAM!
Job Summary: Enthusiastic and professional administrative assistant performing a wide range of office administration tasks. Able to work under pressure and collaborate with the operations team. To support the efficient operation of the Operations Team with Atlantic Builders purpose, values, policies, and procedures.
Duties and Responsibilities/Essential Functions:
Customer Care
Education/Experience
Job Summary: Enthusiastic and professional administrative assistant performing a wide range of office administration tasks. Able to work under pressure and collaborate with the operations team. To support the efficient operation of the Operations Team with Atlantic Builders purpose, values, policies, and procedures.
Duties and Responsibilities/Essential Functions:
Customer Care
- Respond to homeowner messages: phone, fax, e-mail, letter, or in-person visits to the office
- Become proficient with Punchlist Manager Software
- Enter all incoming service requests into PLM upon receiving
- Oversight and weekly completion of the Letter Program via Punchlist Manager
- Homeowner guides: Preparing inserts for the community sales managers
- Assist in-house and trade personnel in setting appointments for inspections and repairs as needed
- Track Warranty Metrics
- Other Warranty tasks as assigned
- Entering Professional Warranty Enrollments
- Entering PSD & Final Walks into Homeowner Experience Calendar
- Monthly Settlement Report, sending to trades
- Bi-Monthly Data Sent to Eliant
- Become proficient with Sales Simplicity
- Updating Sales Simplicity with Closing Dates
- Tracking all incoming Closing Docs from Title Companies and electronic filing
- Other Settlement tasks as assigned
- Cross-train with Operations Manager to serve as support and backup
- Office Reception: Joyfully greeting all incoming guests and answering all incoming calls
- Office Supply Management: Restocking daily and ordering weekly as needed
- Office Equipment Management: Schedule repairs and order for supplies as needed
- Oversight of all incoming mail and package distribution
- Company Meeting Notes: Taking and sending to the team weekly
- Sending out Anderson Propane Contracts once a week
- Organization of quarterly company rocks
- Filing documents, and maintaining electronic and hardcopy homeowner files weekly
- Prepare files, complete inventory spreadsheet and Kloke documents for tracking and schedule pick up of all boxes per quarter
- Filing, Scanning, and Photo Copying as needed
- Continuously review policies and procedures for improvement opportunities
- Other Administrative Tasks as assigned
- Making Start Packages and boards
- Permit running and requested errands
- Other Permitting tasks as assigned
- NoviHome App Admin Support
- Create folders for new homes for office and Project managers.
- Entering ABQ Inspections
- Receive, track, and maintain electronic and hardcopy file copies of production Folders after a home has closed
- Electronic Filing of Yard Photos
- Other Production Tasks as assigned
Education/Experience
- Associate degree or bachelor’s degree preferred
- A minimum of three years of office experience preferred
- Previous customer service-related experience preferred
- Basic computer skills (Word, Excel, Outlook, Teams, PowerPoint, and web-based applications)
- Office equipment (phones, photocopier, postage meter)
- Excellent verbal, written, and listening communication skills
- Strong time management, prioritization, planning, and attention to detail
- Ability to handle a variety of tasks, effectively prioritize and ensure follow-up
- Ability to work in a confidential manner, ensuring information is shared with internal and external individuals in an appropriate manner
- Ability to maintain a courteous a professional demeanor in all situations
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