Administrative Assistant-Horizon View Homes

Administrative Assistant

 

Job Description:

 

Objectives:

 

To be the face of Horizon View Homes (HVH). To answer incoming phone calls and greet visitors in a timely and courteous manner. To provide support to the office staff and complete assigned tasks as needed. To provide the necessary planning, direction, organization, coordination and control of HVH accounts payable and customer service calls. To contribute to the customer’s satisfaction as a Horizon Views Home’s representative.

 

REPORTING:

The Administrative Assistant reports directly to the Office Manager.

The following positions report directly to the Administrative Assistant: None

 

AUTHORITIES:

The following are granted to the Administrative Assistant:

  • To place orders for approved office supplies.
  • To schedule repair work as necessary with the subcontractor and customer.
  • Establish whether repair work is still under warranty and inform customer of status.
  • To implement changes to the Company’s warranty process with the approval of the Warranty Manager, Office Manager, Division Manager, and Construction Manager.
  • To exercise the responsibilities and perform any other day-to-day duties of this position, within the guidelines provided by the company’s Employee Manual and Operations Manual.

RESPONSIBILITIES:

 

The following are upheld by the Administrative Assistant:

  • Adhering to the codes of the company’s Employee Manual.
  • Maintaining a constructive environment at work. This includes self-evaluating work performance.
  • Maintaining an environment where continuous improvement is a mindset to first improve yourself and then your daily functions and tasks. To also think in an innovative manner to improve the performance of the division and company overall.
  • Assist in the development and adhering to written Standard Operating Procedures for all aspects of this position.
  • Adhering to departmental operating guidelines.
  • Customer satisfaction with completed repair work.
  • All parties involved are updated about repair work to be performed.
  • Maintaining positive communication channels to facilitate the unrestricted flow of information through the department and to other departments. This includes attending weekly departmental meeting as well as helping resolve interdepartmental conflicts.
  • Manage the problem identification and solving process within the department and with other departments.
  • Providing insightful and enthusiastic teamwork that generally creates positive attitudes and builds supportive morale.
  • Participating in training seminars when needed to further product knowledge and procedural proficiencies.
  • Conducting the operations of warranty repairs within established budgets.
  • Completing and submitting all forms and reports in a complete, accurate, and timely basis. This includes respecting and maintaining proper filing systems.
  • Ensuring your work areas are clean and presentable.
  • Maintaining all external relationships consistent with the objectives, operating philosophy, and desired image of the company, re: customer relations, public relations, vendor relations, community relations.
  • Maintaining accuracy when updating information in all computer databases.
  • Maintaining confidentiality on all corporate subjects so classified.

PRINCIPAL DUTIES:

 

The following duties are performed by the Administrative Assistant:

 

Front Desk

  • Answer all incoming phone calls
  • Greet all visitors to the office
  • Maintain office organization and supply inventory
  • Ensure that all packages received for departments are properly checked in and recipient is notified that package has been received
  • Type letters and make copies as requested
  • Open, stamp, and sort utility bills-forward to admin mailbox
  • Process all incoming and outgoing faxes in a timely manner including stamp date received
  • Mail/Hand-out envelopes (checks) to employees and subcontractors as needed
  • Maintain construction reports and run production schedules to distribute weekly
  • Maintain filing system
  • Complete other administrative tasks as assigned by the Office Manager and/or Division Manager

Accounts Payable

  • Ensure accurate and timely processing of invoices weekly (including POs, VPOs, check requests, warranty invoices, etc.)
  • Track vendor invoices to ensure processing of all invoices received
  • Notify vendors of non-payments
  • Verify job completion and approve POs in purchase order system (BuilderMT) as requested
  • Respond to vendor payment inquiries within 24 hours of receipt
  • Research payment issues and resolve in a timely manner
  • Close-out addresses in BuilderMT after homes have closed

Warranty

  • Direct customer-service related phone complaints
  • Acknowledge receipt of warranty claim, with the homeowner and save warranty service request (WSR) in database
  • Track receipt of completed orientation packets and other forms as needed
  • All warranty information on file and entered into the computer system is done in an accurate and timely manner
  • Prepare orientation packets for each community

The following are required of the Administrative Assistant:

  • All phone calls are answered quickly, in a polite and courteous tone and directed to the appropriate personnel
  • All incoming correspondences by phone, email, and fax are distributed in a timely manner
  • All visitors are greeted promptly and not allowed past the front desk without authorization
  • Vendor invoices are processed accurately and in a timely manner to meet company submission deadlines each week
  • Payment issues are resolved timely and to the best of your ability
  • All warranty information in homeowner’s file is accurate, detailed and done in a timely manner. All conversations are documented by date, time and what was discussed
  • Maintaining computer logs daily with accurate information. This includes, but is not limited to, same day emergencies, pending work orders and daily completion information
  • All warranty information is entered into the computer system accurately and timely
  • Maintain a quick response time to all customer/vendor requests and inquiries
  • Attend periodic field training to acquire more knowledge about the construction process
  • Valid driver’s license and reliable transportation
  • Minimum (1) one-year experience preferred, but not required in one of the following areas: warranty, accounts payable/bookkeeping, front desk/reception, and/or construction

PAY & EMPLOYEE BENEFITS:

 

Starting Pay Range: $15.00-17.00/hr DOE, plus mileage reimbursement, 401K, profit sharing, health & dental insurance and other employee benefits

Email Resume to: Amanda Sowards This email address is being protected from spambots. You need JavaScript enabled to view it.

 

For consideration, please email resume and cover letter. Thank you!

 

New & Renewing Members

WELCOME NEW MEMBERS!| A World of Tile-Erik Timm | Allura-Blane Lancaster | Alpine View Custom Homes-Charles Heintschel | BKD Builders, LLC-Brian Doble | Braylea Homes-John Smedley | Brookfield Residential-Marni Schwartz | Brookline Builders, LLC-Rudy Armijo | Brutill Construction, Inc.-Bru Till | Commerce Home Mortgage-Dave White | Connecting Signs-Bruce Gardner | Dream Finder Homes-Jean Kjellman | Ewing-Leavitt Insurance Agency-Travis Savage | Fairway Independent Mortgage Corp.-Andrew Storteboom | Fireplace Warehouse Design & Showroom-Jennifer Scott | FirstCal Colorado-Micah Noyes | Flagstar Bank-JoDean Lippert | Flannery Homes, LLC-Bill Gurski | Front Range Community College-Jamie Hahn | Harmony Brokers-Jeff Theisen | June Lemming’s Team/Sears Real Estate-June Lemming | Land Home Financial Services-Daniel O’Neill | Lifestyle Custom Homes, Inc.-Ed Rust | Lokal Homes-Alison Tyler | Lowe’s ProServices-Matthew Ito | Mountain Standard Homes, LLC-Jeff Hanesworth | NoCo Townhomes, Inc.-Jason Prasch | Patriarch, LLC-Mark Strauss | Premier Mortgage Group-Nick Peterson | Robbins Contracting-Tyler Robbins | Rucker Design Build, Inc.-Rebecca Hill | Sherwin-Williams Northern Colorado-Burt Buckman | Springhaus-Sandy Helzer | Strategic Insurance & Warranty Services-Bob Smith | The Rusaw Team-David Rusaw | United Site Services-Aaron Wostrel | Water Asset Management-Matthew Ketellapper | Water’s Edge Investments, LLP-W.E. (Bill) Swalling | Weedin Insurance, Inc-Mark Weedin | Western States Bank-Jason Paiz | Western Stone & Tile-Amy Snell | Yes Communities-Steve Schaub NEW SMC MEMBERS | The Group, Inc. -Steve Bricker | The Group, Inc. -Matt Thompsons | Windmill Homes -Tetrena Kloss NEW PROFESSIONAL REMODELERS MEMBERS | Associates in Building & Design, Ltd. -Heather Schreiner RENEWING MEMBERS | 2-10 Home Buyers Warranty -Darin Kraft | Academy Mortgage Corp. -Jennifer Higgerson | Adams Bank & Trust -John Busby | Aggie Plumbing & Service, Inc. -Craig Unter | Alpine Lumber Co. -Kevin Tapia | Amen Stucco -Jaime Martinez | Armstead Construction, Inc. -Jeff Schneider | Bank of Colorado -Clark Johnson | BMC West -Jason Bumgarner | Boulder Creek Neighborhoods -David Sinkey | Brannen Design & Construction -Jay Brannen | CalAtlantic Homes -Daniel Nickless | Coan, Payton & Payne -G. Brent Coan | Coffey Engineering Surveying -Michael Lang | Coldwell Banker Residential Brokerage -Heidi Margolis | Comcast -Maj-Lis Goecke | D.R. Horton -Nicole Nottingham | Deines Custom Door -Mary Spitzmiller | Direct Lumber & Door of Colorado -Pete Medina | Discovery Homes of Windsor, LLC -Ryan Scallon | Ducts Unlimited Mechanical Systems -Elissa Leishman | Elkridge Excavating, LLC -Sean Leohardt | Environmental Stoneworks -Garret Maurer | Feller Homes, Inc. -Steven Feller | First National Bank -Will Griffiths | FirstBank of Northern Colorado -Mike Radcliff | Frameworks Timber -Adrian Jones | GJ Gardner Homes Fort Collins -Charles Heintschel | GJ Gardner Homes-Larimer County -Bill Stenberg | Gold Roofing, Inc. -William Goldsberry | Greeley Area Habitat for Humanity -Cheri Witt-Brown | GS Services -Paul Higman | Guaranty Bank & Trust -Wes Sargent | Hammerskil Homes, Inc. -Jerry Hanley | Hartford Homes, Inc. -Landon Hoover | HD Supply Interior Solutions -Daryl McCormick | Heritage Title Company -Jill Mann | Horner Painting, Inc. -Moses Horner | Imagine More, LLC -Lenard Gale | Independent Roofing -Tim Kramer | J. Allen Construction Co. -Jerry Allen | Jansma Cement -James Jansma | Kahar Plumbing -Jeff Gallagher | KEM Homes Construction, Inc. -Bill Krug | Kitchen & Bath Design Center -Richard Norman | LAMAR Advertising -Matt Wells | Martin Marietta Materials -Ken Nelson | McWhinney -Kim Perry | Milgard Windows -Carol Kelly | Neighbor to Neighbor -Kelly Evans | Pagel Contracting, Inc. -Kevin Pagel | PJL Schuman Custom Homes -Paul Ludwick | Poehlmann Construction -Harry Poehlmann | PROBURO Supply -Brandon Badzinski | ProDesign -Dan Maske | Quality Roofing by Pettit -Todd Petitt | RG Insulation -Hans Vanderhofen | Ridgeway Construction Services -Steve O’Neal | Schroll Distributing, Inc. -Mike Cuba | Siena Wood Floors, Inc. -Todd Rohs | Splittgerber Construction -Richard Splittgerber | Stonefield Homes, LLC -Stephen Foran | StrucSure Home Warranty -Stacie Locke | The Group, Inc. -Susie Ewing | Timberline Insulation -John Gokosivil | TRI Pointe Homes, Inc. -Tina Martelon | Unified Title Company of N. Co. -Debbie Wilson | Walrite, LLC -Craig Poorting | West Range Development, LLC -Robert Eck | Windermere Real Estate -Brandon Myers | Windmill Homes -Lisa Hall RENEWING AFFILIATE MEMBERS | Cornerstone Home Lending, Inc -Rhonda Wolff PROFESSIONAL REMODELERS RENEWAL|Delehoy Construction -Grant Eliot | Doddridge Construction -Mike Doddridge | Independent Plumbing Solutions, Inc. -Dan Ormesher Thank you to all our members!

 
 

Mission Statement

The HBA of Northern Colorado (NOCO HBA) is an organization of residential construction and related professionals dedicated to high ethical standards, education, and advocating for the health of our industry and success of our members.