Customer Service Administration Assistant - New Home Builder

The Olson Company•Seal Beach, CA

36d•$26 - $30•Onsite

About The Position

The 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.

Requirements

High School Diploma or equivalent
Strong organizational skills with the ability to work under varying degrees of direct and indirect supervision
Excellent interpersonal skills and the ability to communicate effectively with various levels of Management
Proficient 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
Must 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.

Nice To Haves

One + years applicable Residential Building industry experience as administrative support staff preferred
advanced Excel preferred
JD Edwards and/or Buildtopia experience preferred

Responsibilities

Manage the homeowner information system (Buildtopia)
Process and address all incoming Homeowner Service Requests in an expeditious manner
Answer homeowner phone calls and/or emails as needed
Answer company mainline phone calls and/or emails as needed
Process and send new homebuyer data to Eliant Survey Systems on a monthly basis
Follow up with utility companies to confirm homeowner transfers as needed
Maintain all homeowner files, keeping them organized at all times and always up-to-date
Process all Field Directive Order’s in JD Edwards for the Homeowner Satisfaction Team
Utilize DocuSign program as needed for the Homeowner Satisfaction Team
Act as a liaison to the Homeowner Satisfaction Team and all other departments
Attend, support and participate in Community Team and Homeowner Appreciation events as needed
Acquire and distribute necessary day-to-day supplies for the Homeowner Satisfaction Team as needed
Provide memos, letters, training documentation, flyers, meeting minutes and agendas
Issue DocuSign and Contracts or Change Orders
Assist in the facilitation of Departmental meetings and field personnel training sessions
Assist in the coordination of field trailer installations which include, relocations and removals
Manage, reconcile and prepare expense reports
Interface with other departments which include, Accounting, Human Resources, Sales Processing, Legal, Information Systems, Purchasing, and Office Services
Order DOL postings
Create job site MPN Workers’ Compensation information & distribute for posting.
Coordinate coding and payments of all OP Invoices via Docusign
Coordinate delivery and removal of dumpsters as needed on projects
Coordinate for, and track temp labor on all projects
Coordination 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 basis
Manage schedules and reports through Buildtopia
All other duties as deemed necessary for this position