SUMMARY OF POSITION:

The primary role of the Office Coordinator is to maintain professional appearance and operation of company office, as well as assist all other members of the Divisional Office in day to day operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

General Office:

• Answers and acts upon incoming telephone calls – sales, vendors, customers, selections, etc. 
• Coordinate between field staff, homebuyers, and other depts. as necessary.
• Maintains schedule for Selections, Orientations, Closings, and Conference Room. 
• Maintains office files and forwards documents as necessary to home office (ex. orientation documents). 
• Order office & field staff supplies as needed. 
• Review/distribute/act upon incoming departmental mail; may prepare Department correspondence, agendas, and minutes.
• Copy, collate and/or file documents to include scanning and properly saving documents to the file server.  
• Organize monthly birthday lunches
• Reimbursements
• General Organization of materials monitored and ordered
• Assist in setup and takedown of office events, including trash removal
• Performs other duties as directed by the Division Manager 

Data Management:

• Creating new Job Folders in Central as needed
• Neighborhood Pricing & Lot premiums Updates (data entry)
• Lot Starts Paperwork
• New neighborhood/lot addressing data entry
• Input data into NewStar and other systems/databases.

Starts:

• Assist DM/SM with start and cut sheets
• Fill out & get approved by DM/SM
• Pass along to Permitting and Starts Coordinator
• Double check selections, plans, inventory report, etc 
• Friday morning starts email

Production:

• Maintains necessary reports and ensures Superintendents are completing and submitting reports in a timely manner. 
• Weekly stage and safety reports 
• Walkthrough Orientation folder creation, saving and tracking
• Key management and tracking (Mailbox & homeowner)
• Roster Cards

Selections:

• Ensure deposits are processed in a timely manner, and arrange weekly mailouts
• Saving/sending inventory reports 
• Attach Selections Revisions (BuildPro)

Misc:

• Learn Permitting & Starts Coordinator job duties and be able to fill in or help when needed.
• Create and update monthly a procedure handbook for assigned duties.

EXPERIENCE, SKILLS, KNOWLEDGE

• General business technologies, event management, file management, and general office and equipment operational experience is required.
• Proficient in Microsoft Office, Excel, PowerPoint, and Word
• Exceptional communication skills – both written and verbal
• Comfortable presenting ideas and solutions to leadership and key business partners
• Strong attention to detail
• Strong organizational skills and time management skills
• Ability to establish and maintain strong relationships
• 
  

WORK ENVIRONMENT:

• The work environment is representative of an office setting
• The noise level in the work environment is usually quiet to moderate
• Reasonable accommodations can be made to enable employees with disabilities to perform the described essential functions of the job.

PHYSICAL DEMANDS:

While performing the responsibilities of the job, the employee is required to talk and hear.   Vision 

abilities required by the job are close vision.   The employee is often required to sit and use their 

hands and fingers to handle, feel, and operate office equipment such as a computer, copier, and office supplies.

In addition, the employee is occasionally required to stand, walk, reach with their arms and hands, and to stoop, kneel or crouch. Reasonable accommodations can be made to enable employees with disabilities to perform the described essential functions of the job.

Note: This document describes the minimum, essential duties, responsibilities, skills, abilities, effort, and working conditions of the position. It in no way implies that these are the only functions to be performed by the incumbent. Workers are required to follow any other job-related instructions and to perform any job-related functions requested by a supervisor or manager. Successful performance requires that the incumbent possess and utilize the abilities and skills described. All functions are subject to reasonable modification to accommodate individuals with disabilities. Some functions may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or others.

Equal Opportunity