Administrative Assistant / Warranty Specialist

Job Description

Job Description

Position Overview:

• The Administrative Assistant/ Warranty Specialist was established for the purpose of providing administrative support to the office staff and office reception needs.
• In addition, it carries the responsibility of managing the warranty processes from the sale of homes.  

Duties and Responsibilities:

Administrative Assistant:

• Welcome and greet customers and visitors.
• Answer telephones and direct calls accordingly.
• Scan, print and fax documents as needed.
• Pick up, open and stamp mail daily.
• Send builder permits to lenders and sales team.
• Prepare and send Builder’s Document package to lenders for closing.
• Receive payments for earnest money, color selection upgrades, and all other upgrades and issue receipts for them.
• Notarize lien waivers.
• Receive and stamp incoming invoices and submit them to finance department.
• Research invoices with extra charges and submit approval form once the validity has been completed.
• Inventory office supply list and purchase items as needed.
• Maintain employee attendance and PTO log.
• General office administrative duties.
• Mail correspondence and payments.
• Prepare, maintain and keep current subcontractor files and certificates of insurance.
• Inventory and purchase office supplies.
• Disburse subcontractor payments.

Warranty Specialist:

• Manage Punchlist manager for the maintenance of warranty information and deadlines.
• Schedules warranty service orders with Customers, Foremen and Subcontractors.
• Researches warranty issues for validity and coverage of term period.
• Receives and manages 30 day and 1 year warranty list.
• Works with Foremen, Subcontractors and Production Manager to address the items of the 30 day and 1 year warranty list.
• Works with customers with warranty issues and schedules service orders.
• Follows up and confirms scheduled service orders.
• Responds to a wide variety of inquiries from customers and office staff.
• Manages and updates information on Asana regarding warranty issues.
• Manages warranty email account and responds accordingly.
• Answers and responds to designated warranty cell phone line.