Administrative Support Staff  

Summary

The Administrative Support Staff is a professional responsible for organizing and coordinating various parts of a project to ensure its success. Collaborating with team members to prioritize daily schedules to ensure projects are completed in a timely manner to meet customer expectations. This is a hands-on, remote position.

Vital Factors

Responsible for meeting Vital Factor Goals as set and approved by Management. Vital Factor Goals will be set around:

• Develop accurate cost estimtes for construction projects by analyzing project specifications, drawings, and other relevant documents.
• Prepare and submit comprehensive and competitive bids for projects, considering all aspects of the contruction process, material, labor, and overhead costs.
• Meticulous attention to detail in performing quanity takeoffs and analyzing project specifciations.
• Update schedule for projects/jobs assigned to him/her.
• Timely activation of Jobs for use by production.
• Ensure accurate documentation is available for use by Production.
• Address and resolve issues that may arise during the project lifecycle.
• Oversee and coordinate the execution of job tasks and projects to ensure they align with organizational goals and objectives.

Account Management

• Excellent excel, word, Visio and data entry skills. Medallion knowledge is a plus.
• Understand customer needs for bidding purposes and work with customer and Building Account Manager (BAM) and Home Technology Specialist (HTS) teams to address the Builder needs.
• Ensure a smooth project transition from Bid Status to Award through Turnover standard operating policies and procedures.
• Process Purchase Orders for Jobsite deliveries and documents such as Contracts, Insurance, etc., ensuring accuracy and compliance with Company policies and procedures.
• Execute creation of Home Technology Diagrams that focus on aesthetics and presentation along with Operational requirements.
• Ensure timely and accurate completion of HTS Sales orders.
• Ensure timely and accurate completion of Monitoring Agreements.
• Track missing paperwork and follow up in a timely manner.
• Monitor Builder sites as well as emails for purchase orders.
• Maintain accurate and up-to-date records of purchasing activities, including supplier information, purchase orders and contract agreements.
• Apply for permits and submit payment requests.
• Update and maintain permit tracking.
• Order material for job site delivery as applicable.
• Issue and monitor Purchase Orders to ensure timely delivery of goods and services.
• Schedule with AHJ per Builder or KPS request. Communicate Builder requests to Superintendent.
• Follow-up on requests timely with AHJ’s via phone and email.
• Communicate delays or issues timely.
• Communicate confirmed dates/times.
• Prepare Job specific change orders.

Networking

• Provide various reports as assigned by the Manager.
• Other duties and repsonsabilities as assigned.
• Cultivate strong relationships with Purchasing, Options, and other builder personnel to enhance collaboration and project success.

Other Duties and Responsabilities If Assigned

• Cross trained on Lead tasks and reponsabilities to be able to cover those items in the event the Lead is not available.

Company Core Values

Administrative Support Staff will consistently demonstrate Company Core Values:

PAT + IQ = G

Passion, Accountability, Teamwork, Integrity, Quality, Growth

The Administrative Support Staff is a professional responsible for organizing and coordinating various parts of a project to ensure its success. Collaborating with team members to prioritize daily schedules to ensure projects are completed in a timely manner to meet customer expectations. This is a hands-on, remote position.

• Excellent English - written and spoken
• Strong analytical and planning skills;
• Good communication and presentation skills;
• Excellent problem-solving skills;