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.