Position Overview:
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The Administrative Assistant/ Warranty Specialist was established for the purpose of providing administrative support to the office staff and office reception needs.
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In addition, it carries the responsibility of managing the warranty processes from the sale of homes.
Duties and Responsibilities:
Administrative Assistant:
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Welcome and greet customers and visitors.
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Answer telephones and direct calls accordingly.
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Scan, print and fax documents as needed.
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Pick up, open and stamp mail daily.
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Send builder permits to lenders and sales team.
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Prepare and send Builder’s Document package to lenders for closing.
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Receive payments for earnest money, color selection upgrades, and all other upgrades and issue receipts for them.
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Notarize lien waivers.
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Receive and stamp incoming invoices and submit them to finance department.
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Research invoices with extra charges and submit approval form once the validity has been completed.
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Inventory office supply list and purchase items as needed.
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Maintain employee attendance and PTO log.
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General office administrative duties.
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Mail correspondence and payments.
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Prepare, maintain and keep current subcontractor files and certificates of insurance.
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Inventory and purchase office supplies.
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Disburse subcontractor payments.
Warranty Specialist:
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Manage Punchlist manager for the maintenance of warranty information and deadlines.
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Schedules warranty service orders with Customers, Foremen and Subcontractors.
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Researches warranty issues for validity and coverage of term period.
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Receives and manages 30 day and 1 year warranty list.
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Works with Foremen, Subcontractors and Production Manager to address the items of the 30 day and 1 year warranty list.
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Works with customers with warranty issues and schedules service orders.
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Follows up and confirms scheduled service orders.
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Responds to a wide variety of inquiries from customers and office staff.
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Manages and updates information on Asana regarding warranty issues.
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Manages warranty email account and responds accordingly.
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Answers and responds to designated warranty cell phone line.
