Administrative Coordinator

Job Description

Job Description

Administrative Coordinator – Drive Operational Excellence for Luxury Residential Builds

Job Overview:

• Company: DLB Custom Homes Inc.
• Salary/Pay Rate: $55,000 to $65,000+ per year (Based on experience) plus Performance and Year-End Bonuses.
• Location: Phoenix, AZ (Onsite).
• Job/Employment Type: Full Time.
• Schedule: Monday – Friday, 7:30 AM – 4:00 PM.
• Project Scope: High-End Residential / Luxury Custom Homes.
• Mandatory Licenses & Certifications: None

As an Administrative Coordinator, you will serve as the operational backbone for an award-winning luxury home builder. You will have the opportunity to manage complex financial workflows and office logistics that ensure our world-class projects stay on track and profitable. This role is designed for a high-energy professional who wants to influence company growth through process improvement and meticulous execution.

• Administer daily office operations including mail processing, phone management, and executive gatekeeping to ensure a professional environment.
• Coordinate comprehensive accounting cycles, managing AR/AP and monthly bank reconciliations to maintain project financial health.
• Execute vendor compliance protocols by tracking insurance certificates, W9s, and 1099s to mitigate company risk.
• Develop and implement LEAN process improvements to reduce inefficiencies across the project life-cycle.
• Facilitate monthly safety meetings and maintain employee onboarding documentation to foster a culture of accountability.
• Produce accurate project billing, lien waivers, and financial reports for project managers and lenders to ensure transparency.
• Collaborate with design and construction teams to manage municipal permit submittals and HOA approvals.

• 3+ years of professional experience in an administrative or accounting role.
• Proven proficiency with Sage 100 or Master Builder software.
• Solid understanding of AR/AP, month-end, and year-end accounting processes.
• Demonstrated experience managing COIs, 1099s, W9s, and vendor compliance.
• Strong organizational skills with the ability to multitask in a fast-paced environment.

• Associate's degree in Business Administration, Accounting, or a related field.
• Notary Public or willingness to obtain.
• Prior experience within the construction management or residential building industry.
• Experience with CAD software or municipal permit portal navigation.

• Bi-weekly pay cycle with performance and year-end bonus opportunities.
• Comprehensive paid time off including holidays, vacation, and sick leave.
• Retirement savings program and insurance stipend provided.
• 401k available after 12 months of employment.
• Smartphone, and workstation included.
• Access to paid training, certifications, and continuing education.
• Employee rewards, company outings, referral bonuses and more.
• Company-provided DLB apparel and safety equipment.

Since 1998, DLB Custom Homes Inc. has been building extraordinary residences in the finest luxury and lifestyle communities throughout Arizona. Our foundation is built on passion, expertise, and a unique commitment to communication and execution. We foster a supportive environment where enthusiasm meets industry-leading quality.

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DLB Custom Homes Inc is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex (including pregnancy, gender expression, and sexual orientation), parental status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, or any other status protected by law or regulations. It is our intention that all qualified applicants be given equal opportunity and that selection decisions be based on job-related factors.