Customer Service Administration Assistant - New Home Builder

Customer Service Administrative AssistantThe Customer Service Administrative Assistant at The Olson Company must be a flexible problem solver who can provide support to the Senior Vice President of Homeowner Satisfaction and the Sr. Vice President of Construction. This position will coordinate all aspects of the Homeowner Satisfaction process and provide assistance to the Construction and Operations departments.Essential Job Functions (Customer Service/Homeowner Satisfaction):Manage the homeowner information system (Buildtopia)Process and address all incoming Homeowner Service Requests in an expeditious mannerAnswer homeowner phone calls and/or emails as neededAnswer company mainline phone calls and/or emails as neededProcess and send new homebuyer data to Eliant Survey Systems on a monthly basisFollow up with utility companies to confirm homeowner transfers as neededMaintain all homeowner files, keeping them organized at all times and always up-to-dateProcess all Field Directive Order's in JD Edwards for the Homeowner Satisfaction TeamUtilize DocuSign program as needed for the Homeowner Satisfaction TeamAct as a liaison to the Homeowner Satisfaction Team and all other departmentsAttend, support and participate in Community Team and Homeowner Appreciation events as neededAcquire and distribute necessary day-to-day supplies for the Homeowner Satisfaction Team as neededEssential Job Functions (Construction & Operations):Provide memos, letters, training documentation, flyers, meeting minutes and agendasIssue DocuSign and Contracts or Change OrdersAssist in the facilitation of Departmental meetings and field personnel training sessionsAssist in the coordination of field trailer installations which include, relocations and removalsManage, reconcile and prepare expense reportsInterface with other departments which include, Accounting, Human Resources, Sales Processing, Legal, Information Systems, Purchasing, and Office ServicesOrder DOL postingsCreate job site MPN Workers' Compensation information & distribute for posting.Coordinate coding and payments of all OP Invoices via DocusignCoordinate delivery and removal of dumpsters as needed on projectsCoordinate for, and track temp labor on all projectsCoordination with CM's for inventory management of Indirect Material rentals, including fencing, toilets, steel plates, etc.Process all Construction Team Home Depot expenses on a monthly basisManage schedules and reports through BuildtopiaAll other duties as deemed necessary for this positionJob Requirements:Education:High School Diploma or equivalentOne + years applicable Residential Building industry experience as administrative support staff preferredSkills:Strong organizational skills with the ability to work under varying degrees of direct and indirect supervisionExcellent interpersonal skills and the ability to communicate effectively with various levels of ManagementProficient in time management skills and be able to handle multiple tasks concurrently.Must be computer fluent and be able to manipulate the following Computer software:Microsoft Windows Suite and Outlook required, advanced Excel preferred.JD Edwards and/or Buildtopia experience preferred.Typical Physical Demands:While performing the duties of this job, the employee is regularly required to sit, use hands to manipulate equipment, and to talk and hearThe employee is occasionally required to stand, walk, reach with hands and arms, and stoop, kneel, or crouchThe employee must occasionally lift and/or move office supplies weighing up to 25 poundsFinger dexterity is required to operate a computer keyboard, telephone and calculatorMaintain a professional appearanceMust have transportation to all Olson Homes' communities and the Seal Beach office location.If transportation is your own automobile, you must have a valid state approved driver's license and proof of automobile insurance.Typical Mental Demands:Must be able to deal with stressful situations including but not limited to:Deadlines and Work LoadHomeowner SatisfactionMust be able to communicate, orally and in written form, desired objectives to:SupervisorsHomeowner Satisfaction RepresentativesConstruction ManagersTrade PartnersMaintain a professional and positive attitude working conditionsThe noise level in the work environment is usually moderate to high