Administrative Assistant

Alta Cima•Statesville, NC

12d•Onsite

About The Position

The Administrative Assistant supports the daily operations of the sales center by providing administrative, customer service, and sales support. The role works closely with the General Manager, Project Coordinator, and sales team to process customer transactions accurately, coordinate with corporate departments, and maintain efficient office operations. The ideal candidate is organized, customer-focused, and able to manage multiple responsibilities in a fast-paced retail sales environment. Duties include entering customer and sales activity into Cirrus; maintaining deal logs, customer deal jackets, and supporting documentation; preparing home walk-through and sign-off paperwork; communicating with customers; processing deposits, title paperwork, invoices, reimbursements, receipts, and other accounting documents; and maintaining accurate customer files. The role also coordinates customer service and warranty concerns with factories and vendors, helps order and coordinate installation items, manages office supplies and marketing materials, maintains vendor and office information, and provides general administrative and project coordinator backup as needed. The position is full-time, hourly, and non-exempt, based in person in Statesville, North Carolina, with a Monday–Friday schedule of 8:00 AM to 5:00 PM.

Requirements

High school diploma or GED required.
Strong customer service and communication skills.
Proficiency with Microsoft Office, including Word and Excel, and general office software.
Strong organizational skills and attention to detail.
Ability to manage multiple tasks and prioritize workload effectively.
Reliable transportation for occasional errands, such as bank or post office visits.

Nice To Haves

At least 2 years of administrative or office support experience is preferred.

Responsibilities

Enter new customers and sales activity into the Cirrus system.
Maintain and update the Deal Status Log, including deal entries, status updates, serial numbers, walk sheets, and closing timelines.
Prepare and maintain customer deal jackets and supporting documentation.
Complete home walk-through documentation and coordinate home sign-off paperwork.
Send customer follow-up and next-step communications after home delivery.
Answer incoming calls, assist customers, and direct inquiries appropriately.
Support Housing Consultants, Project Coordinators, and the General Manager as needed.
Process customer deposits and transmittals to accounting.
Process title paperwork through Cirrus and submit required documentation to corporate.
Prepare and submit manufacturer warranty cards to factories.
Upload cancellation requests and other documentation into Cirrus.
Prepare check requests for refunds, overpayments, travel reimbursements, and customer satisfaction items.
Review vendor invoices and submit accounts payable items to corporate for processing.
Maintain and process employee reimbursement and mileage forms.
Track and submit credit card receipts and expense documentation to accounting.
Prepare customer lists and reports for factory coordination.
Maintain accurate customer files and ensure documentation compliance.
Serve as a point of contact for customers regarding post-delivery service or warranty concerns.
Coordinate with factories and vendors to resolve outstanding service or warranty issues.
Follow up with customers regarding extended warranty opportunities.
Order and coordinate installation of items such as A/C units or skirting when required by purchase agreements.
Order and maintain office supplies and keep supply areas organized.
Maintain vendor, contractor, and lender information as needed.
Manage sales literature and marketing materials, including brochures, floor plans, and display model information.
Order business cards and office materials for staff.
Maintain furniture and office inventory records.
Collect and distribute incoming mail and packages and maintain the office post box.
Provide back-up support to the project coordinator when needed.
Assist with scanning, filing, document management, and other general office duties.
Become a commissioned Notary Public if required for business needs.
Perform other duties as assigned to support sales center operations.