Front Desk Coordinator

FRONT DESK COORDINATOR

OBJECTIVE    

To maximize the efficiency of the office and to coordinate all office procedures professionally and efficiently

RESPONSIBILITIES 

GENERAL OFFICE DUTIES

  • Answer telephones, direct calls, and greet visitors
  • Collect mail, printed reports, faxes and distribute
  • Manage general office filing systems
    • Setting up Community files
    • Vendors, Subs, Suppliers
    • Product literature
  • Monthly/Quarterly Reporting
  • New Hire Paperwork
  • Vacation Schedule
  • Time cards 

WARRANTY

  • Enter warranty requests into Newstar as they are received.  See warranty work order tab in “How to book”
  • Meet with Customer Service Manager to reconcile warranty items
  • Send requests to subcontractors via e-mail
  • Update database when repairs are completed and file in sales file
  • Update warranty list for weekly print out (warranty report)
  • Track progress of outstanding warranty items, and report/graph key items (quarterly report) 

OFFICE SUPPLIES

  • Keep an adequate supply of office materials and cleaning supplies on hand (see supply list)
  • Order office supplies over the phone, fax, and e-mail every two weeks. $50.00 minimum orders are required.  If less than add on a case of paper.
  • When needed go to office supply store and pick up necessary supplies for special projects
  • Order special items as required and approved
  • Order, maintain and update printed forms (Orientation tour, Letterhead, Envelopes)
  • Coordinate all print jobs with suppliers – Alphagraphics (compare all invoices to bid sheet found in Alphagraphics folder)
  • Order business cards for Sales and other staff
  • Trouble shoot office equipment – Maintenance, Repairs
  • Compile Homebuyer handbooks and order copies of materials to be placed in handbooks
  • Order and maintain supply of all buyer gifts 

SUB-CONTRACTOR FILES

  • Keep accurate and updated Scope of Work, Insurance Certificates, Contractors Licenses and “e-mod” rate certificates (all are updated by date of expiration)
  • Once per month run an accounting report for Subs, call any that are up for renewal that month and remind
  • Notify Accounting of any that have expired and have not updated information, to hold checks until current certificate is received
  • Notify Supers when insurance or license has lapsed – they should stop using this contractor until they are current 

CLOSINGS

  • Create Landscape/Sod Certificates for closing homes
  • Keep track of any landscape extensions
  • Close Sales File after closing
  • Prepare buyer gifts for Customer Service Manager to deliver at 30 days after closing and at 6 months after closing
  • Guild Quality Customer Survey’s
  • Utility Transfers
  • Reporting 

SALES PAPERWORK 

  • Earnest Money Deposits
  • Trust Account
  • Construction Deposits
  • New Agreements
  • Sales Cancellation
  • Sales Closing
  • Spec Packages
  • Special requests and Change requests
  • Addendum A and Contract updates
  • Newstar Sales Administration
  • KlickFile System Administration
  • Reporting 

ACCOUNTS PAYABLE

  • Assist with check process – hold checks for vendor pick up (24 hours).  The following day the envelopes can be sealed and mailed
  • Process PO’s and Invoices for payment
  • Company Deposits 

MISCELLANEOUS

  • Water plants outside of entrance once per week
  • Order, coordinate signing and mail the Christmas cards
  • Assist with mass mailings
  • Special Projects as assigned
  • Assist with Design Center Preview Hours 

CONSTRUCTION

Weekly Construction Schedules

Back to Career Opportunities >>>