Project Coordinator (Administrative Assistant)

Alta Cima•Chandler, AZ

About The Position

Alta Cima Corp is hiring a full-time, non-exempt Project Coordinator who guides customers through the manufactured-home buying and delivery process after the purchase agreement is signed. Working with the General Manager, sales team, lenders, contractors, factory, and corporate office, the coordinator keeps transactions moving and ensures required documents, payments, approvals, and delivery arrangements are in place. The role is detail-driven and fast-paced, and requires dependable follow-through, organization, and effective customer communication. Depending on location, it may also include administrative support duties. The coordinator is the main post-sale customer contact, providing updates about financing, completion estimates, and delivery status, answering questions, and coordinating with the factory and vendors regarding service or warranty issues. Administrative tasks may include processing deposits, transmittals, and invoices; maintaining records and files; ordering supplies; managing vendor and contractor packets; handling mail; supporting the General Manager and sales team; greeting visitors; and assisting with phones. Depending on location needs, local travel during the workday may be required for business tasks such as bank deposits, post office visits, and package drop-offs. Alta Cima Corp, doing business as Factory Expo Homes and Factory Select Homes, is an independently owned manufactured-home and park-model retailer. The company states that it is an Equal Opportunity Employer and values diversity. It does not discriminate on the listed protected grounds and may provide reasonable accommodations to enable individuals with disabilities to perform essential functions.

Requirements

High school diploma.
At least 2 years of experience in administrative support, project coordination, mortgage or loan processing, logistics, or customer account management.
Detail-oriented, with excellent follow-through skills.
Excellent time-management skills and ability to prioritize and meet deadlines.
Strong organizational skills and ability to manage multiple priorities.
Proficiency in Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
Excellent written and verbal communication skills.
Positive, customer-first attitude and strong follow-through.
Self-motivated and reliable, with the ability to work independently.
Ability to maintain confidentiality and use sound judgment to plan and accomplish goals.
Ability to travel locally during the workday to perform required business tasks, as needed.
Positive attitude and effectiveness in a team environment.
Ability to collaborate across functions.

Responsibilities

Review contracts for completeness, including signatures, initials, and dates.
Send welcome emails and maintain ongoing communication with customers.
Track deal progress in Cirrus and Deal Status logs.
Work with the sales team to process pending deals and purchase orders.
Request purchase orders, submit change orders with proper approvals, and update records.
Coordinate financing with lenders, clear conditions, and verify approvals.
Schedule home deliveries, obtain freight quotes, and coordinate logistics.
Collect and process final payments and issue demand letters when needed.
Ensure homes are cleared before shipment and track delivery timelines.
Process titling and warranty documentation.
Serve as liaison between the location and corporate operations and accounting.
Serve as the main post-purchase point of contact for customers and provide updates on financing, estimated completion dates, and delivery status.
Answer customer questions and assist with next steps throughout the home-buying process.
Coordinate with the factory and vendors on service or warranty issues.
Process deposits, transmittals, and invoices, and maintain accurate records.
Order office supplies, manage vendor and contractor packets, and maintain files.
Open and distribute mail and prepare outgoing mail.
Travel locally during the workday as needed for business tasks, including bank deposits, post office visits, and package drop-offs.
Provide clerical support to the General Manager and sales team when required.
Greet visitors and assist with phones as needed.