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August 20th, 2018

Administrative Assistant Job Opening

Categories: Maplewood Homes |

 

It’s an exciting time to part of the new home industry and we are looking for some great people to add to our team as we grow.  Maplewood Homes is a small, but dynamic home building company focused on building great homes at great value.  We are a respected and established builder with a 20 year history of happy customers.  We have built over 250 new homes in West Michigan since 1996.

Administrative Assistant Job Description

 
GENERAL FUNCTION:

Under the general direction of the Company President assists with the administrative and communication functions of the office and construction support.

SPECIFIC RESPONSIBILITIES:

  • Understands the principles of customer service. Communicate and project the Maplewood Homes “We care” attitude to all customers and employees through all forms of communication (writing, verbal, appearance).
  • Coordinate the scheduling of customer service work after determining needed action.
  • Permit applications, tracking, reporting and pick up.
  • Utilities new service applications, tracking, and reporting
  • Serves as recorder for assigned meetings. This involves taking notes documenting decisions, updating schedule computer databases, and other action items and assignments.  It often also involves preparation and distribution of meeting agendas.
  • Is the first line of telephone communication for office. This involves answering phones, distribution of calls and messages taken for those unable to respond to calls as they arrive.
  • Works with the assigned various functions in the preparation of recurring job or customer paperwork.
  • Attends and participates in regular team meetings and training sessions.
  • Manage office supply ordering and procurement
  • Runs back office computer system reports.
  • Processes PO/VPO approval lists for distribution to centralized accounting.
  • Opens and distributes mail.
  • Is a back up for accounts payable processing during times of intense accounting transactions
  • Special projects as assigned.

 

PREREQUISITES FOR SUCCESS:

  • People skills to articulately and professionally handle communication with customers, employees and vendors. Especially, during the closing meeting.
  • Writing ability to document and distribute notes from assigned meetings.
  • Organizational aptitude to manage the communication routing, processing and maintain related files.
  • Computer aptitude and willingness to learn to process needed data and to communicate via letters, etc. Microsoft Word, Excel and Outlook experience is a requirement.
  • Must have understanding and willingness to process draw requests in a timely fashion and to insist upon accurate reporting to/from banks.
  • A willingness and aptitude to handle difficult communications written and verbal with customers and vendors.

 

ACCOUNTABILITY MEASURES:

  • Accuracy of communications
  • Timeliness of message distribution
  • Accuracy and timeliness of assigned special projects against goals
  • Accuracy and timeliness of meeting notes.

Apply at indeed.com:  https://www.indeedjobs.com/maplewood-homes

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