Project Coordinator (Administrative Assistant)

Job Description

Job Description

Title: Project Coordinator / Administrative Assistant
Job Type: Full-Time / Non-Exempt
Schedule: M-F, 8-hour shift

Alta Cima Corp is one of the nation’s largest independently owned manufactured homes and park model retailers. Since 1999, our mission has been to offer high-quality factory-built homes at affordable prices.

As a Project Coordinator, you’ll play a critical role in guiding customers through the home buying and delivery process. Working closely with your General Manager, sales team, lenders, contractors, and our corporate office, you’ll ensure every transaction moves smoothly from contract to delivery. In some locations, this position may also include administrative support responsibilities.

Role Overview

The Project Coordinator is the post-sale liaison responsible for managing deals after the purchase agreement is signed. You will:

• Coordinate with lenders, contractors, and the factory to keep projects on track.
• Ensure all documents, payments, and approvals are complete before delivery.
• Provide exceptional customer communication at every stage of the process.
• In locations without an Administrative Assistant, handle select administrative duties such as supply ordering, mail distribution, and visitor reception.

This is a detail-driven, fast-paced role ideal for someone who is organized, dependable, and thrives on seeing projects through to completion.

Key Responsibilities

Project Coordination (Primary Duties):

• Review contracts for completeness (signatures, initials, dates).
• Send welcome emails and maintain ongoing customer communication.
• Track deal progress in Cirrus and Deal Status logs.
• Work with sales team to process pending deals and purchase orders.
• Request POs, submit change orders (with proper approvals), and update records.
• Coordinate financing: work with lenders, clear conditions, and verify approvals.
• Schedule home deliveries, obtain freight quotes, and coordinate logistics.
• Collect and process final payments; issue demand letters if needed.
• Ensure homes are cleared prior to shipment and track delivery timelines.
• Process titling and warranty documentation.
• Act as liaison between location and corporate operations/accounting.

Customer Service:

• Serve as the main point of contact for customers after purchase.
• Provide updates on financing, estimated completion dates, and delivery status.
• Answer questions and assist with next steps throughout the home buying journey.
• Coordinate with factory and vendors on any service or warranty issues.

Administrative:

• Process deposits, transmittals, and invoices; maintain accurate records.
• Order office supplies, manage vendor/contractor packets, and maintain files.
• Open/distribute mail and prepare outgoing mail.
• Depending on location needs, travel locally during the workday to complete business-related tasks, such as making bank deposits, visiting the post office or dropping off packages at FedEx or other shipping locations.
• Provide clerical support to GM and sales team when required.
• Greet visitors and assist with phones as needed.

Qualifications

• High School diploma
• 2+ years of experience in administrative support, project coordination, mortgage/loan processing, logistics, or customer account management.
• Detail-oriented with excellent follow-through skills.
• Excellent time management skills with ability to prioritize and meet deadlines.
• Strong organizational skills with ability to manage multiple priorities.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Excellent communication skills, both written and verbal.
• Positive, customer-first attitude with strong follow-through.
• Self-motivated, reliable, and able to work independently.
• Ability to maintain confidentiality and use sound judgment to plan and accomplish goals.
• Ability to reliably travel locally during the workday to perform required business-related tasks, as needed.
• Must possess a positive attitude and be highly effective in a team environment.
• Ability to collaborate across functions.

EEO Notice:

Alta Cima Corp. dba Factory Expo Homes and Factory Select Homes is proud to be an Equal Opportunity Employer and we value diversity in our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.