hilton Work Opportunities ∙ Page 3

Job Summary:

Our Client is seeking an Administrative Assistant to work directly with the Production Team. This role supports production by managing phased work orders, issuing purchase orders, coordinating change orders, tracking schedules, projecting draws, acquiring vendors, ordering fixtures and flooring, and working within Buildertrend, which includes learning and implementing the new systems within the software. The Administrative Assistant also works with vendors and subcontractors, provides basic administrative support to the team, and plans luncheon and training events.

Job Duties & Responsibilities:

Production Assistance

• Collaborate directly with the production team
• Issue purchase orders and work orders
• Notify accounting to process change orders for overages
• Release work orders and track accepted work orders
• Track project schedules
• Prepare draw projections
• Manage vendor acquisition
• Be proficient in Buildertrend
• Learn and utilize Buildertrend to integrate the software into our business plan
• Schedule the required inspections

Pre-Construction & Post-Construction

• Utilize the Pre-Job Tracker to manage tasks
• Order surveys, elevation certificates, hub and tack, benchmarks, and topographic maps
• Monitor selections
• Coordinate ordering of fixtures, manage returns, and oversee shipments
•  Update documentation in Buildertrend
• Prepare final paperwork for job closeout
• Arrange closing gifts for customers
•  Collaborate with accounting to finalize client closings

Administrative Duties

• Order office supplies - office supplies, toner, paper, staples, Amazon purchases, Christmas gifts
• Answer the Phone - direct phone calls to appropriate party
• Set Up New Job Files - prepare color selection folders, organize office file folders, upload builder files to Buildertrend, ensure final permit-stamped plans are signed by customers before job start and uploaded to software

Vendor & Subcontractor Work

• Collaborate with Accounting to onboard new vendors and subcontractors
• Ensure all required paperwork is completed accurately
• Confirm that new vendors and subcontractors understand the purchase order (PO) system and payment schedules
• Prepare vendor and subcontractor setup documentation in coordination with Accounting

Event Planning

• Subcontractor appreciation luncheon
• Customer/ client appreciation events
• Employee appreciation luncheon
• Outside employee events

Qualifications:

• 2-4 years' experience with Buildertrend
• 2-4 years administrative assistant or office manager experience in the remodeling or home building
• Detail-oriented and organized
• Efficient
• Adept at follow-through
• Excellent communication skills
• Professional and courteous

Benefits:

• Paid Vacation Time after 1 year
• Paid 7 Holidays a year
• Profit Sharing

Posting Statement:

All qualified applicants will receive consideration for employment without regard to race, color, religion, religious creed, sex, national origin, ancestry, age, physical or mental disability, medical condition, genetic information, military and veteran status, marital status, pregnancy, gender, gender expression, gender identity, sexual orientation, or any other characteristic protected by local law, regulation, or ordinance.