Customer Service Administration Assistant - New Home Builder

Job Description

Job Description

Position Summary:

 

The Customer Service Administrative Assistant at The Olson Company must be a flexible problem solver who can provide support to the Senior Vice President of Homeowner Satisfaction and the Sr. Vice President of Construction. This position will coordinate all aspects of the Homeowner Satisfaction process and provide assistance to the Construction and Operations departments. 

 

Essential Job Functions (Customer Service/Homeowner Satisfaction):

 

• Manage the homeowner information system (Buildtopia)
• Process and address all incoming Homeowner Service Requests in an expeditious manner
• Answer homeowner phone calls and/or emails as needed
• Answer company mainline phone calls and/or emails as needed

• Process and send new homebuyer data to Eliant Survey Systems on a monthly basis
• Follow up with utility companies to confirm homeowner transfers as needed
• Maintain all homeowner files, keeping them organized at all times and always up-to-date
• Process all Field Directive Order’s in JD Edwards for the Homeowner Satisfaction Team 
• Utilize DocuSign program as needed for the Homeowner Satisfaction Team 
• Act as a liaison to the Homeowner Satisfaction Team and all other departments
• Attend, support and participate in Community Team and Homeowner Appreciation events as needed 
• Acquire and distribute necessary day-to-day supplies for the Homeowner Satisfaction Team as needed

 

Essential Job Functions (Construction & Operations):

 

• Provide memos, letters, training documentation, flyers, meeting minutes and agendas 
• Issue DocuSign and Contracts or Change Orders
• Assist in the facilitation of Departmental meetings and field personnel training sessions
• Assist in the coordination of field trailer installations which include, relocations and removals
• Manage, reconcile and prepare expense reports
• Interface with other departments which include, Accounting, Human Resources, Sales Processing, Legal, Information Systems, Purchasing, and Office Services
• Order DOL postings
• Create job site MPN Workers’ Compensation information & distribute for posting.
• Coordinate coding and payments of all OP Invoices via Docusign 
• Coordinate delivery and removal of dumpsters as needed on projects
• Coordinate for, and track temp labor on all projects
• Coordination with CM’s for inventory management of Indirect Material rentals, including fencing, toilets, steel plates, etc.
• Process all Construction Team Home Depot expenses on a monthly basis 
• Manage schedules and reports through Buildtopia
• All other duties as deemed necessary for this position

 

Job Requirements:

 

Education:

 

• High School Diploma or equivalent
• One + years applicable Residential Building industry experience as administrative support staff preferred, 

 

Skills:

• Strong organizational skills with the ability to work under varying degrees of direct and indirect supervision
• Excellent interpersonal skills and the ability to communicate effectively with various levels of Management
• Proficient in time management skills and be able to handle multiple tasks concurrently.
• Must be computer fluent and be able to manipulate the following Computer software:
  • Microsoft Windows Suite and Outlook required, advanced Excel preferred.
• JD Edwards and/or Buildtopia experience preferred.

 

Typical Physical Demands:

 

• While performing the duties of this job, the employee is regularly required to sit, use hands to manipulate equipment, and to talk and hear
• The employee is occasionally required to stand, walk, reach with hands and arms, and stoop, kneel, or crouch
• The employee must occasionally lift and/or move office supplies weighing up to 25 pounds
• Finger dexterity is required to operate a computer keyboard, telephone and calculator
• Maintain a professional appearance
• Must have transportation to all Olson Homes' communities and the Seal Beach office location. 
• If transportation is your own automobile, you must have a valid state approved driver's license and proof of automobile insurance.

 

Typical Mental Demands:

 

• Must be able to deal with stressful situations including but not limited to:

• Deadlines and Work Load

• Homeowner Satisfaction
• Must be able to communicate, orally and in written form, desired objectives to:
• Supervisors
• Homeowner Satisfaction Representatives 
• Construction Managers
• Trade Partners
• Maintain a professional and positive attitude working conditions
• The noise level in the work environment is usually moderate to high