• Administrative Assistant

    Job ID
    2018-4265
    Category
    Administrative
    Location
    San Ramon, CA
  • Overview

    This position provides administrative support to the Sales / Marketing Department and the Managers, through a variety of related responsibilities. The position requires an ability to handle multiple tasks under deadlines, good judgment and a professional, supportive attitude.

    Responsibilities

    1. Create correspondence or documents through Word Processing and Spreadsheet computer programs, copy and printed materials, handle correspondence, prepare reports, answer telephones for the Department as required.
    2. Arrange meetings, department activities, conferences and schedule appointments. Make all necessary travel and other reservations and arrangements as necessary.
    3. Prepare outgoing and internal correspondence independently from verbal instructions, drafts and/or dictation.
    4. Organize, maintain, distribute and update all department files.
    5. Support the day-to-day sales and/or marketing activities, including accurate coding for timely payment of invoices, assist with budget preparation and control, including data entry. Collection and dissemination of information to each New Home Community, monitoring traffic and sales information as necessary, providing analysis and reports as required.
    6. May assist in providing the Sales Associates at each Welcome Home Center with appropriate information and written materials including advertising schedules, public relations stories, newspaper articles and other sales‑related collateral materials as required.
    7. Assist in coordinating supply orders, office equipment and marketing materials.
    8. Assist in the start‑up of the Welcome Home Center for each New Home Community including the duplication of all disclosures and legal documents necessary for a sales release, the provision of all supplies including office machinery and equipment and the temporary additional staff scheduling. Coordinate catering and promotional vendors as required.
    9. Attend all New Home Community openings and functions as directed.
    10. Perform all other duties as assigned.

    Qualifications

    • Three (3) to five (5) years administrative assistant experience, preferably with a homebuilder
    • High School diploma or GED required. College or Business school desirable
    • Valid driver’s license
    • Intermediate PC skills Microsoft Word, Excel, and JD Edwards system experience preferred
    • Accurate typing 50-60 wpm
    • Strong written and verbal communication skills
    • Good interpersonal skills and ability to communicate effectively
    • Must possess professional appearance and demeanor
    • Must possess ability to handle priorities under pressure
    • Maintain regular attendance and punctuality relative to daily work schedule is required
    • Interact well with co-workers
    • Understand and follow work rules and procedures
    • Team player

     

    PHYSICAL REQUIREMENTS:

     

    This is a primarily sedentary office position which requires the ability to occasionally bend, stoop, reach, lift, move and carry office supplies and materials weighing at least twenty‑five pounds (25 lbs.) or less. Finger dexterity is required to operate computer keyboard, calculator and telephone equipment. May operate a motor vehicle.  May require occasional evening and weekend hours for special events or to meet deadlines.

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