Front Desk Coordinator

McArthur Homes

career2

FRONT DESK COORDINATOR

OBJECTIVE

McArthur Homes is looking for a Front Office Coordinator to assist with receptionist/administrative duties in our South Jordan office.  This position is part-time, Monday through Friday 8:30 AM to 1:30 PM.  Candidates will be professional, self-motivated, well-organized, reliable, detail oriented and have proficient computer skills.

His/her responsibilities will include, but not be limited to traditional reception duties (directing calls, greeting visitors), administrative functions (filing, scanning, mail, data entry) and support Management in other projects and tasks as needed.

To apply for this position, please visit the link below, complete the Application for Employment package and submit a resume.


https://mcarthurhomes.recruiterbox.com/jobs/fk0mgl3

 

No telephone calls or personal visits, please.

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

Message From Our Founders

Why we love building homes in Utah


Don, Dave and Ron share why they love building new homes for Utah families. Hear their story of starting McArthur Homes and what makes us different from other builders.

View Now »

Behind the Scenes

a closer look at construction


McArthur Homes does many things to build a safer, healthier and stronger home for you and your family. VP of Construction, John Gassman, takes you on a tour behind the scenes to see how we do it.

View Now »

Our Communities

Change your lifestyle in one of our great communities.

View Our Communities

Design My Home

Find Your Community, House Plan, and Then, Design Your Home

Design

Schedule a Tour

Schedule a tour at any of our beautiful new home communities!

Schedule Now

Ask a McArthur

Let's Talk Today

We’re here to answer any question or concern you may have. Our process is an open book and we’re happy to share it with you. Click here to talk to a McArthur representative and ask away!