Administrative Assistant

Position Title: Administrative Assistant
Company: Alta Cima Corp dba Factory Select Homes
Location: Statesville, NC

Factory Select Homes, a division of Alta Cima Corp., is the nation's largest independently owned retailer of manufactured homes, mobile homes, and park models. Since 1999, we have specialized in factory-located sales centers delivering high-quality factory-built homes nationwide.

Position Summary

The Administrative Assistant supports the daily operations of the sales center by providing administrative, customer service, and sales support functions. This role works closely with the General Manager, Project Coordinator, and sales team to ensure accurate processing of customer transactions, coordination with corporate departments, and efficient office operations.

The ideal candidate is highly organized, customer-focused, and able to manage multiple responsibilities in a fast-paced retail sales environment.

Essential Duties and Responsibilities

Customer & Sales Support

• Enter new customers and sales activity into the Cirrus system.
• Maintain and update the Deal Status Log including deal entries, status updates, serial numbers, walk sheets, and closing timelines.
• Prepare and maintain customer deal jackets and supporting documentation.
• Complete walk-through documentation for homes and coordinate home sign-off paperwork.
• Send customer follow-up and next-step communications upon home delivery.
• Answer incoming calls, assist customers with questions, and direct inquiries appropriately.
• Provide support to Housing Consultants, Project Coordinators, and the General Manager as needed.

Accounting & Documentation Processing

• Process customer deposits and transmittals to accounting.
• Process title paperwork through Cirrus and submit required documentation to corporate.
• Prepare and submit manufacturer warranty cards to factories.
• Upload cancellation requests and other documentation into Cirrus.
• Prepare check requests for refunds, overpayments, travel reimbursements, and customer satisfaction items.
• Review vendor invoices and submit accounts payable items to corporate for processing.
• Maintain and process employee reimbursement and mileage forms.
• Track and submit credit card receipts and expense documentation to accounting.
• Prepare customer lists and reports for factory coordination.
• Maintain accurate customer files and ensure documentation compliance.

Warranty & Vendor Coordination

• Serve as a point of contact for customers regarding post-delivery service or warranty concerns.
• Coordinate with factories and vendors to resolve outstanding service or warranty issues.
• Follow up with customers regarding extended warranty opportunities.
• Order and coordinate installation of items such as A/C units or skirting when required per purchase agreements.

Office Operations

• Order and maintain office supplies and ensure supply areas remain organized.
• Maintain vendor, contractor, and lender information as needed.
• Manage sales literature and marketing materials including brochures, floor plans, and display model information.
• Order business cards and office materials for staff.
• Maintain furniture and office inventory records.
• Collect and distribute incoming mail and packages and maintain the office post box.

Additional Responsibilities

• Provide back-up support to the project coordinator when needed.
• Assist with general office administrative duties such as scanning, filing, and document management.
• Become a commissioned Notary Public if required for business needs.
• Perform other duties as assigned to support the operations of the sales center.

Minimum Qualifications

• High school diploma or GED required.
• Minimum of 2 years' administrative or office support experience preferred.
• Strong customer service and communication skills.
• Proficiency with Microsoft Office (Word, Excel) and general office software.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and prioritize workload effectively.
• Must have reliable transportation for occasional errands such as bank or post office visits.

Work Schedule

Monday through Friday, 8:00 AM - 5:00 PM

Physical Requirements

The physical demands described here are representative of those necessary to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

• Frequent standing, walking, and use of hands.
• Occasional lifting of up to 25 pounds.
• Occasional lifting up to 50 pounds may be required.
• Occasional driving for work-related errands.

BENEFITS
The Company offers numerous options to help its employees achieve their financial, professional, and wellness goals including:

• Medical, dental, and vision insurance options.
• Paid time off.
• Company provided life insurance policy.
• 401(k) plan

EEO Notice

Alta Cima Corp dba Factory Expo Home Centers and Factory Select Homes is proud to be an Equal Opportunity Employer. We value diversity and are committed to creating an inclusive environment for all employees. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, disability status, or any other protected characteristic under applicable law. Reasonable accommodation may be made to enable individuals with disabilities to perform essential job functions.