Assistant Design Coordinator presso Manuel Builders

Job Title: Assistant Design Coordinator
Department: Sales
Business Unit: Manuel Builders – Custom Division
Markets: All Markets
Reports to: Design Coordinator

We are specifically seeking an individual with strong attention to detail, excellent organizational skills, and a proactive mindset. This individual should demonstrate competence in technology, including but not limited to Excel, Word, and the ability to learn our internal software systems. While this role has limited direct client interaction, it involves working closely with the Design Coordinators and the Sales Team to ensure seamless and professional homeowner experience.

General Summary:

The primary purpose of the Design Coordinator Assistant is to provide administrative and logistical support to the Design Coordinators. This includes preparing materials for client meetings, updating templates and documents, coordinating with internal teams, and assisting with data entry to facilitate a smooth process from initial client interactions to production release.

KPIs (Key Performance Indicators):

• Support Efficiency: Ensure tasks are completed promptly and accurately to enhance the productivity of Design Coordinators.
• Accuracy of Documentation: Maintain high-quality standards in data entry, document preparation, and change order processing.
• Team Collaboration: Foster effective communication and collaboration with Design Coordinators and other departments.

Essential Job Responsibilities

• Schedule client selections meetings as directed by Design Coordinators.
• Create and maintain digital client folders, ensuring all necessary templates and documents are prepared prior to meetings.
• Assist with meeting preparations, including pulling pre-selected items, printing floor plans, and organizing necessary materials.
• Input client selections into Excel templates and update images post-meeting to reflect chosen options.
• Perform peer reviews of selections sheets to ensure accuracy and consistency.
• Prepare final meeting materials, including printed plans, finalized selections, and necessary documentation for client signatures.
• Process and manage all change orders, ensuring timely updates to client records and templates.
• Send required documents to lenders and follow up on pending items as needed.
• Update design center inventory, label new samples, and facilitate distribution of new products.
• Maintain and update internal templates, including selections documents, inventory sheets, and standard forms.
• Ensure CRM systems and client records are updated promptly and accurately.
• Provide assistance with software troubleshooting and basic system updates as needed.
• Maintain an organized and presentable Design Center environment.
• Additional duties as assigned by management

General Assessment Skills:

• Demonstrates integrity and professionalism in all interactions.
• Possesses excellent written and verbal communication skills.
• Adapts well to a fast-paced work environment and consistently meets deadlines.
• Approaches challenges with a problem-solving mindset and offers constructive suggestions.
• Upholds the Manuel Builders brand and reputation with pride and excellence.

Work Environment and Schedule:

• Normal Business Hours: Monday - Thursday (7 am – 5 pm); Friday (7 am – 12 pm)
• Periodic evening or weekend work may be required.
• Serves all markets within the company.