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Administrative Assistant

2 months ago

Riverside, United States Van Daele Homes Full time
Job DescriptionJob Description

ADMINISTRATIVE ASSISTANT, SALES AND MARKETING/ESCROW

CLASSIFICATION: Salaried

  • POSITION TYPE: Full-time
  • EXPECTED HOURS OF WORK: Monday - Friday/8:00 am to 5:00 pm (Occasional weekends and evenings may also be required).
  • REPORTS TO: VP of Sales and Marketing/Sr. Director of Sales and Marketing
  • SUMMARY/OBJECTIVE:  The primary function of the Sales and Marketing Administrative Assistant is to assist with both office and offsite portions of work relating to but not limited to escrow/options, sales, marketing, advertising, sales contracts, event coordination and other support efforts of the company’s operations.

 ESSENTIAL FUNCTIONS:

 Sales and Marketing:

  • Provide administrative and clerical support to achieve the needs and goals of the Sales and Marketing Department and company overall.
  • Generate, maintain and manage all department reporting to include weekly sales and leasing reports, and various monthly, quarterly and annual reporting. 
  • Assist in coordination with various consultants (e.g. Advertising Agency, Design Center, Architects, Rendering Companies, Property Management and Social Media Agencies) to facilitate advertising, marketing, sales, leasing and escrow efforts.
  • Assist in design and production of sales/leasing office collateral, flyers, eblasts, newsletters and display needs.
  • Manage buyer/resident profile database, including tracking and distribution of summary reports to internal and external contacts.
  • Assist with event coordination for grand openings, VIP parties and other special events.
  • Assist in community start up and close out processes.
  • Assist in management of interest list communications for all website and phone inquiries regarding active and future communities, maintain updates and track project interest lists in company’s CRM database. Create and distribute weekly reporting on interest list activity.
  • Processing of department marketing/consultant contracts and consultant agreements as well as processing consultant invoices and required deposits.
  • Review, edit and manage internal collateral routing to appropriate departments for review/approval/completion and brochure + website production needs.
  • Assist with on- and off-site signage needs at communities as required. 
  • Oversee department and community supply needs/orders.
  • Assist in maintenance of the digital Sales & Marketing Department files and records.
  • Perform various other administrative functions for the department as needed to include meeting preparation/meeting scheduling/travel coordination/expense reports/maintenance of master department calendar and other functions as needed at the direction of the VP of Sales and Marketing/Sr. Director of Sales and Marketing.
  • Send any overnight mail/FedEx/On-track packages as needed
  • Perform all other duties as assigned

 Escrow Functions:

  • Assist with preparation, processing and maintenance of purchase contracts and escrow documents for each community.
  • Monitor and track events concerning active escrows to ensure timely closings, including monitoring of pre-closing walk through date schedules.
  • Send performance letters to buyers and DocuSign envelopes as needed.
  • Attend weekly escrow status meetings.
  • Prepare escrow reporting and manage distribution on weekly/monthly/quarterly basis.
  • Update and distribute master sales reports and sales + lot premium maps each week.
  • Processing of options/upgrades payments and required homebuyer deposit/file updates.
  • Participate in oversight of options cut-offs at each community and the processing/data entry of pre-plotted options as needed.
  • Manage Sales Summary documents for each Buyer’s Lot File.
  • Assist with MLS updates as required.
  • Maintenance of escrow, Newstar and Salesforce manuals and user guides.
  • Maintain electronic sales files.
  • Handle escrow coordination with Sales Counselors, Escrow, Accounting, Design Center and other outside consultants.
  • Maintain escrow reporting needs on weekly/monthly/quarterly basis.
  • Send any overnight mail/FedEx/On-track packages as needed.

QUALIFICATIONS:

  • High School Diploma or equivalent, required
  • College courses in Business or related field, required
  • At least 5 years of experience as an Admin Assistant, required
  • Bachelor’s degree in related field, preferred
  • Valid Class C Driver’s License and a Clean DMV Record, required
  • Experience working in Sales and Marketing or Escrow preferred but not required

REQUIRED SKILLS AND COMPETENCIES:

  • Must possess organizational skills and be able work efficiently and effectively under varying degrees of direct and indirect supervision
  • Proficiency in Microsoft Office Suite and Outlook, to include Microsoft Teams and PowerPoint
  • Expert use of Microsoft Excel and Adobe Acrobat
  • Excellent interpersonal and grammar skills, along with the ability to communicate effectively with coworkers, supervisors, subordinates, subcontractors, consultants, governmental officials, realtors and brokers, sales agents and our customers the homebuyer.
  • Exceptional attention to detail in all efforts is a must.
  • Ability to work within/manage to deadlines is required
  • Embody Van Daele Homes’ ‘Buyer Friendly’ brand promises in all efforts.
  • Possess the ability to recognize, analyze and solve problematic situations. 
  • Utilize excellent time management skills and be able to handle multiple tasks concurrently.
  • Must have strong verbal and written communication skills
  • Ability to perform/attend jobsite meetings
  • Travel to Northern California will be periodically required to attend and/or prepare for meetings and events

A complete job descriptionis available upon request.

Company DescriptionVan Daele Homes is a privately owned home building company. Our management team is comprised of some of the most respected and experienced home-building professionals in the industry. Together, since 1987 we have created exceptional new home communities for more than 15,000 families.

Van Daele Homes is a company that hasn't lost its human qualities or its core values. We appreciate our employees and we strive to provide a company culture that is conducive to creativity and success along with a benefit program that helps employees maintain a healthy work-life balance.Company DescriptionVan Daele Homes is a privately owned home building company. Our management team is comprised of some of the most respected and experienced home-building professionals in the industry. Together, since 1987 we have created exceptional new home communities for more than 15,000 families.\r
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Van Daele Homes is a company that hasn't lost its human qualities or its core values. We appreciate our employees and we strive to provide a company culture that is conducive to creativity and success along with a benefit program that helps employees maintain a healthy work-life balance.