Nostalgia Townlet Administrative Coordinator

Jayman Built • Calgary, AB

3d • CA$58,000 - CA$70,000 • Onsite

About The Position

As the Nostalgia Townlet Administrative Coordinator, you play a key role in supporting both the Sales and Construction teams throughout the homebuilding journey. You are highly organized, detail-oriented, and thrive in a fast-paced environment where accuracy, customer service, and communication are critical. As our Administrative Coordinator, you'll play a central role in keeping our Sales and Construction teams connected, organized, and moving forward. Acting as the central point of contact for a team of up to 40 people, you'll manage priorities, facilitate communication, and ensure key administrative and operational processes are completed accurately and on schedule.

Requirements

• 5-7 years of experience in residential homebuilding, sales administration, construction administration, or a related field.
• Strong proficiency with Microsoft Office Suite (Excel, Outlook, Word, and PowerPoint).
• Experience with CRM systems and construction management software; FAST and BuildPro experience is considered an asset.
• Exceptional organizational skills with strong attention to detail and accuracy.
• Proven ability to manage multiple priorities, meet deadlines, and adapt in a fast-paced environment.
• Strong written and verbal communication skills with the ability to collaborate effectively across departments and with external partners.
• Customer-focused professional who demonstrates confidentiality, professionalism, and sound judgment.
• Proactive problem-solver who takes initiative and works effectively with minimal supervision.
• Strong technical aptitude with the ability to learn new systems and continuously improve processes and efficiencies.
• Accurate and timely processing of sales and construction documentation.
• On-time completion of weekly, monthly, and quarterly reporting.
• CRM, FAST, BuildPro, website, and customer portal information maintained accurately.
• Purchase agreements, lot agreements, deposits, commissions, and rebates processed within established timelines.
• Meeting agendas and minutes distributed accurately and promptly.
• Customer inquiries and requests are handled professionally and efficiently.
• Construction administration tasks completed with minimal errors and within required timelines.
• Strong internal customer satisfaction across Sales, Construction, Accounting, and Leadership teams.
• Continuous improvement initiatives that enhance efficiency and accuracy.

Nice To Haves

• Post-secondary education in Business Administration, Construction Administration, or a related discipline is considered an asset.

Responsibilities

• Coordinate construction administration activities, including inspections, holdback processing, deficiency tracking, trade documentation, and follow-up on deadlines and commitments.
• Prepare weekly, monthly, and quarterly reports for leadership, monitor project progress, and provide proactive administrative support to both the Sales and Construction teams.
• Prepare meeting minutes, reports, presentations, correspondence, agendas, and other related documentation.
• Manage databases and filing systems while ensuring customer files are complete, accurate, and processed in a timely manner.
• Coordinate communication between Sales, Construction, Service, Accounting, Trade Partners, and Homeowners.
• Track deposits, commissions, rebates, referrals, inventory updates, lot information, and price changes.
• Provide exceptional customer service by responding to inquiries from homeowners, staff, and trade partners.
• Identify opportunities to improve processes, accuracy, and efficiency while ensuring everyone has the information and resources they need to keep projects running smoothly.

Benefits

• Up To 5% Discretionary Bonus
• Flexible health and dental benefits.
• Opportunity to participate in a unique Jayman Employee Investment program.
• Customized Training Programs. Continuing education is a focus at Jayman, and you have the opportunity to participate in annual education & training.
• Opportunity for growth and career advancement.
• Employee Discounts.
• Social Club events.
• On-site gym & parking.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree