Administrative Assistant

Administrative Assistant Job Description

About Havyn Homes:

Havyn Homes is a residential homebuilding company located in the heart of Northwest Indiana, striving to make an impact across many communities by offering a product for all walks of lifecreating not just homes, but a Havyn for each of its clients. We are fair, honest, and hard-working. We value our people and appreciate quality.

Core Values:

Passion: Demonstrating boundless energy and intense desire to capture true happiness.

Growth: Willing to develop our talents through hard work, good strategies, and input from others.

Community: Unifying mission to selflessly serve each other.

Humility: Valuing the greater good over individual aspirations.

Team Expectations

Uphold and defend Havyn Homes core values and standards.

Support colleagues and co-workers for the organizations greater good.

Demonstrate positive and proactive participation.

Ask questions, challenge the status quo, and seek improvement.

Take responsibility for proactive problem solving with win-win solutions.

Be open to working evenings and weekends as needed.

General Description

The Administrative Assistant provides essential administrative and clerical support to the organization. This role requires strong organizational skills, professionalism, attention to detail, and the ability to handle sensitive information with confidentiality. The Administrative Assistant supports daily office operations, assists with scheduling and communication tasks, helps prepare documents, coordinates basic logistics, and serves as a helpful point of contact for internal team members and external partners.

Job Responsibilities include but are not limited to:

1. Act as the primary office administrator for the leadership team, supporting daily operations and special initiatives as assigned.

2. Assist with managing calendars, scheduling meetings, and coordinating appointments as directed by Leadership.

3. Handle pre-construction coordination tasks such as permit applications, engineering requests, and required follow-ups to support timely project starts.

4. Be willing and able to be customer-facing for any necessary meetings/phone calls that will take place throughout the construction of a home.

5. Help screen and direct incoming calls, emails, and correspondence.

6. Prepare meeting agendas, basic documents, and presentations as needed.

7. Prioritize tasks effectively and ensure timely completion.

8. Identify opportunities to improve administrative processes and office efficiency.

9. Maintain accurate records of communications and reports in company system.

10. Partner with management to communicate recurring issues or opportunities for process improvements.

Job Requirements

Previous experience in an administrative or office support role.

Excellent organizational and time-management skills.

Strong written and verbal communication skills.

Proficiency in Microsoft Office Suite.

Ability to maintain confidentiality and demonstrate discretion.

Strong attention to detail and accuracy.

Ability to work independently and collaboratively.

Flexibility to adapt to changing priorities and deadlines.

Strong problem-solving skills and resourcefulness.

Professionalism and diplomacy.

Willingness to work occasional overtime and assist with company events.

Reports To: Construction Accountant

Works With: Management across all departments

Compensation

Havyn Homes offers competitive pay and benefits. Compensation will depend on qualifications and experience. This is a full-time, salary, non-exempt position.