General Administrative Duties to include, but not limited to Data Entry, Note Taking, Answer Telephone take messages, and Filing. Answer phone using proper telephone etiquette. Use callers name when possible. Take message, place caller on hold or transfer to voice mail per callers’ request. Transfer calls to appropriate personnel. Provide a warm and sincere greeting to all customers upon entering office. Anticipate your customer’s needs and provide appropriate service. Maintain positive eye contact and be an ambassador of Shea. Use customers name whenever possible. Will keep office and showroom organized and in order at all times. Filing to be completed on a daily basis to ensure organization and accuracy of files. Copy and fax as needed. Order and monitor office supplies. Maintain office machines (copier, fax and bank card). Fill copier with paper daily, and toner as needed. Batch out credit card machine and send in report daily or as needed. Interface with other departments on construction completion forms, closing dates and windows of opportunities. Participate and contribute effectively during scheduled Design Studio meetings Enter meeting notes into the appropriate Word or Excel document during theDesign Studio meetings.
Work Orders Double check all Designers work orders. Verify breakdowns and update takeoffs as needed. Maintain Rim Data to a high degree of accuracy. Validate quantity and dollars. Verify diagrams against areas and quantity against takeoffs for accuracy. Input any missing information. Place order with vendor within 36 hours. File Pending Installation date. Process flooring contractor and diagram to TradePartner. Establish time frame for installation with Trade Partner. Coordinate with Superintendent. Upon release from Escrow, release all materials with vendors for will call and/or delivery to Trade Partner. Set up pricing and enter as needed. Create Purchase Order with work orders as necessary. Random check for miscalculations and research and correct as needed.
Maintains Buyer Catalogs, Lot File Setup, and New Buyer Folders Keep option note books up to date and in order. Oversee accuracy of the Options Project Books to provide comprehensive sales tool for the Designers. Create and maintain new lot files and set up forms required. Create new buyer folder with information to be given out at sales releases. Print out weekly catalogs from Buyers Application for buyer appointments. Track and record the options that are included in the models.
Buyer Application and Rim Data Learn standard specifications for communities as well as options offered at each community. Order buyer approval samples and have buyers sign off on them. Learn Buyer Application and Rim Data computer system for processing of flooring orders. Enter Design Studio P.O. in Enterprise 1. Collect data and record all flooring options. When new community starts, input data into Rim Data to include the room-by-room breakdowns, upgrade costs, labor rates, standard flooring lots, plans, elevations, and street address. Input all vendor products and pricing, editing for price increase / decrease as well as the discontinued products. Create all Flooring Community Books for Designers with standard colored floor plans and extended areas along with models and room by room. Assist Designers on an as need basis for Rim Data trouble shooting as well as additional training. Look for missing orders in Rim Data for Designers. Enter model flooring into Rim Data. Assist in placing orders and verify invoices model pricing issued. Price and Create “Custom Labor Quotes” and enter in Rim Data to coincide with lot request of designer. On a secondary basis be a backup support to Designers questions on Buyers Application.
Flooring Installation Update install dates and send email to superintendents and designers with current information. Research and determine reason for shortages. Research the fault for shortage and resolve. Manage and maintain resolutions for shortages. Research for the RA# for material returns to vendors. Follow through that credit is received for returned material and implement a procedure for returns.
Liaison with TradePartner Act as Design Studio liaison in promoting positive homebuyer, trade partner and company rapport. Communicate with vendors to obtain all warranty information necessary for all products shown in the Design Center (excludes ceramic and stone). Assist when requested.
Invoicing / Job Cost and After Market Tasks. Match Flooring and Windows Purchase Orders to Invoices. Verify invoice matches to purchase order, including product, color, size and quantity. Inquire in E1 to make changes to invoice discrepancies. Code Invoices and prepare for managers signature. Reconcile Vendor Statements as they come in. Evaluate Margins for Verification as AP sends requests. Research for any errors. For After Market, Provide written estimates of Shea material and labor pricing plus 15%. Order materials on LMA’s and fax to vendors. When After Market Invoice comes in, create Shea Employee Invoice and collect 100% of money payable to Shea Homes... Create Employee and or Homebuyer Invoice and code and hand in to the Escrow Coordinator. Code non-contract invoices and submit to manager for approval. Match and file copies of invoices. Input invoices into E1 if necessary to prepare for payment. Invoices will be processed within five business days. Pull Lot files and research all back charges, shortages, double billings and other special circumstances prior to routing invoice to manager for approval.
Reports on Flooring and Window Treatments Maintain flooring install status, flooring status updates, and window treatment log. Maintain status report. Update daily as orders come in and weekly from closing reports close of escrow dates and releases. Keep all reports current by adding new communities and address information.