Sales & Marketing Executive Assistant

QUALIFICATIONS/SKILLS & KNOWLEDGE REQUIREMENTS

·              5-7 Years of executive-level administrative experience required;
3-5 sales and marketing experience preferred

·              Strong commitment to quality customer service – direct customer service contact experience required

·              Displayed ability to build and maintain relationships with external and internal customers

·              Capability to effectively communicate including verbal, written, and listening skills

·              Ability to work well within a team environment and be a positive contributor

·              Demonstrated ability to plan, organize, and prioritize responsibilities to consistently meet deadlines

·              Flexibility to work within established guidelines while also being able to handle the unexpected, anticipate situations, make decisions, and take quick action

·              Must be detail-oriented and conscientious with a strong work ethic

·             Must be energetic and enthusiastic with a positive attitude

·              Ability to handle confidential information discreetly

·              Ability to work productively with little instruction on day-to-day work

·              Proficiency with MS Word, PowerPoint, and Outlook necessary, and advanced skills in Excel required. Working knowledge or ability to learn MS PowerBI. Ability to quickly learn Salesforce.com and database software programs required. 

POSITION SUMMARY

Executive Assistant - This position is responsible for supporting the Vice President of Sales and Marketing; acting as a liaison between the Division President, Vice President, Department management, Design Studio Team, community representatives, and homebuyers maintaining a high degree of confidentiality; administering functions of the Sales and Marketing Department effectively. 

Customer & Market Research Strategic Analyst – This position is responsible for planning, collecting, and executing customer and market research projects focused on direct customer input (i.e. surveys, focus groups, interviews) and the collection, design, and representation of primary market research. As a key member of the market intelligence team, they bring strategic and competitive approaches to research that will enhance the research process to improve data quality and efficiency, through analysis and reporting of findings to internal stakeholders. 

Sales & Marketing Supervisor - This position is responsible for supporting and assisting the sales and marketing department with administrative support and offering necessary assistance with special projects when needed. Manage the flow of reporting and paperwork from the sales & marketing department to other teams within the company. 

WORKING CONDITIONS

The physical demands and work environment characteristics described herein are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is frequently required to communicate verbally and in writing, stand, walk, and sit occasionally. The noise level is usually quiet to moderate.

 DUTIES AND RESPONSIBILITIES

Administrative Performance Standards

• Screen, handle, and/or re-direct all incoming calls and incoming/outgoing mail correspondence.
• Organize and execute department goals in conjunction with overall corporate goals
• Maintain all Sales and Marketing Department administrative records and files.
• Maintain Community Representative Personnel files (confidential filed within the Vice President’s office) and staff master contact list.
• Distribute information regarding policies, procedures, meeting schedules, etc.
• Responsible for creating all sales and marketing forms.
• Responsible for securing temporary help as needed (within the office team only).
• Coordinate and participate in monthly department meetings.
• Perform orientation, office tour, and introductions of new hires. 
• Maintain a current list of vendors (florists, caterers, rentals, etc.)
• Assist at the front desk with phone coverage and greeting as needed.
• Performs other duties and responsibilities that may be assigned from time to time.
• Meet with the Vice President weekly to review previous, present, and future issues and projects as well as the calendar of events and priority setting.
• Backup to the Marketing & Communications Manager for vacations, sick leave, etc. on AZ Division social media posting on Facebook, Twitter, Blogs, and other relevant mediums, reporting, system training, and internal communications. 

Pricing and Lot Management (E1, SalesForce, and Excel)

• Price Changes (Weekly as needed)
• Incentive Changes (Weekly as needed)

·         Community

·         Lot Specific

• Lot Releases or Lot Revert to Future Release
• Price Sheets (As needed)
• Included Feature Sheet Modifications (As needed)
• Lot Premium Adjustments (As needed)

·         Work with the Finance team and LFP to analyze our current offering of home prices and incentives. 

Analysis of Customers, Market, and Forecasting (Excel, SalesForce, and PowerBI)

·         Builder Contributions Reports (Weekly – Tuesday for Wednesday’s effective date)

·         Newsletter (Monthly – roughly the 3rd of the month)

·         Data analysis for division reporting of sales, cancels, and closing numbers Month/Quarter (Monthly/Quarterly – roughly the 3rd of the month)

·         MAME Awards data for sales achievement entries (Yearly – roughly early February)

·         SalesForce reports and dashboard creation and updates (as needed)

·         Additional reports (As needed)

·         Strategy and Planning. Participates in developing research project plans, including overall product research, identifying project milestones, and reviewing and controlling costs.

·         Demographic data analysis and segmentation based on household income, generation, purchase price, loan type, loan amount, down payment, square footage, elevations, options, square footage, and household makeup.

·         Analysis of closing data to discover trends and averages by communities.

·         Conducts Research. Creates, performs, collects, and manages:

·         Tracking trends from the resale market through AZ Multiple Listing Service. (Monthly – roughly the 18^th of the month)

·         Resales and New Home Activity comparison.

·         Rental market rates and new home mortgage price comparison.

·         Job and Population Growth

·         Permit activity – Housing Demand Single Family and Multi-Family

·         Analyzes data, summarizes, and synthesizes findings, assesses information for overall market research, and presents all research to internal stakeholders.

·         Creation of dynamic tables, charts, and graphs to assimilate data into user-friendly and informative reports for product, option, and land reviews.

·         Work with Purchasing team to create analytics on option categories, trends, margins, and volume to streamline current offerings and make suggestions for future communities and divisions. 

Community and Model Management

·         Mailbox Keys and Gate Clickers (Quarterly and as needed for inventory quick-close homes)

·         Homebuyer Closing Gifts (Monthly – roughly the 15^th of the month)

·         Community Maps in PowerBI (As needed)

·         Contracts with Trades for models

·         Create HN contracts per legal requirements (i.e. design firms for models as needed)

·         Facilitate the signing of contracts through DocuSign (i.e. Zonda, Creative Environments, etc.)

·         Printing and Collateral (price sheet shells, business cards for the sales team, etc.)

·         Staffing changes

·         Update labor distribution spreadsheet for HR and Finance (sales team only)

·         Amazon Business Account

·         Sales & Marketing team account set up & maintenance

·         Supply orders for sales and marketing teams

·         Gift cards for newsletter winners (with HR paperwork)

·         Deposit Checklist updates (as requested by the sales manager or when opening/closing communities)

·         Co-Broke Calculator (review bi-annually)

Accounting and Finance (InteliChief, E1, and DocuSign)

• Oversee Sales & Marketing annual budget
• Audit participation of all sales & marketing functions

·         Set up vendors with accounting for payments (or update vendor packages as requested)

·         Standard invoices, Check Requests, Reimbursements, Schedule C payments for HN contracts

·         Research of missing/late invoices for vendors

·         Wells Fargo

·         Purchase card coding of card expenses (personal and Ken as needed)

·         Review and Approve statements for team members (Monthly – roughly the 16^th of the month)

·         WF app for the sales team - Work with accounting to set up and fix the WF app to accept earnest deposit checks in the sales offices

·         Accrual of budgets (annual to be submitted to Karen Tice roughly Jan 5^th)

Commissions (Business Objects, SalesForce, Excel)

·         Sales Commissions (Monthly – roughly the 3^rd business day of the month)

·         Design Studio commission matrix (yearly in Nov/Dec)

·         Quarterly commission review

·         Year-end True Up

·         Addendum B adjustments for transfers

• Track and administer bonus programs, sales contests, etc., and compute payout based on management-established program details. 

Calendar Management (Outlook, SHAZweb, and various websites)

·         Meeting Scheduling

·         Scheduling events with attendees, including agenda details, meeting space, ordering food, etc.

·         Schedule speaking engagements and interviews with media

·         Ken/Justin calendar for meetings, PTO, corporate and sales office closed dates

·         Sales Office calendar with closed and closed early dates

·         Sales and Marketing Calendar with PTO and team member birthdays

• Send reminders for events and meetings to field staff.

·         Travel

·         Register for events, book flights and/or hotel

·         Submit IT Ticket for out-of-country travel if applicable

·         Special Events

·         Coordinate and manage all training courses and special events (awards banquets/holiday parties/employee incentives) for the Sales and Marketing department.

·         Order supplies, gifts, and catering as needed for the Vice President.

·         Presentation creation

·         Catering food and beverage, Equipment, and party rentals

·         Meet with current and prospective vendors regarding special awards, gifts, promotional materials, printing, etc., and negotiate favorable pricing within the departmental budget.

·         Facilitate gifts or certificates/awards for acknowledgment of team, vendors, and homebuyers.

·         Outlook Distribution Lists for sales and marketing through IT

·         Update lists as team members transfer or are hired

·         Create lists for new communities or delete lists for closed communities

Sales Agreements (SHAZweb and Contracts Web)

·         In Late October ask Legal and HR for Community Representative Agreements

·         Work with Legal to make necessary changes in the CR Agreements specific to the Arizona division.

·         Audit the agreements to ensure nothing is missed, no CA-specific policies are included, etc.

·         Notify sales management and team of changes from the previous year.

·         Get final versions to sales management to get signed (we try for early/mid-Dec)

·         May be asked to assist with designer agreements on occasion.

Sales & Marketing Cleaning and Organizing

·         Electronic files and printed materials

·         Supplies (Supply room, B2 storage space)

·         Coffee cart and team fridge

·         Key/Gate clicker closets

·         Ken’s office

·         Storage Units of sales office, model, and marketing items

New Community Start-Up and Maintenance (E1, IT Service Ticket site, SalesForce, Excel, PowerBI, Various Vendors, and coordinate with IT, Operations, HR, Legal, NPO, and Architecture)

·         IT Ticket to have a community Outlook distribution list created

·         Follow the naming convention of other sales offices (i.e. AZ - Sales Oro Ridge). Must be @sheahomes.com for it to work on reporting (i.e. AZSalesOroRidge@sheahomes.com)

·         Make sure appropriate salespeople are listed as Members

·         Get a copy of the Included Features to the sales team to update/complete with the help of the community start-up documents that NPO sends out

·         NPO needs to approve the final version before we can use it (Lynnae puts it on SalesForce and the QR Code link. Cindy puts it on the DSA)

·         Create price sheets

·         Ensure plans and elevations are accurate based on what we are offering

·         Have sales help with the brief description listed

·         Get starting prices from the Sales Manager

·         Load starting prices in E1 (makes them active on the website)

·         Load lot premiums for all available lots into E1

·         Load community-level incentives in SalesForce

·         Assign first-release lots in E1 (makes them “available” on the website)

·         Update the Deposit Checklist with the community information and send the updated version to Sales

·         Community added to the commission reports (SalesDeliveries Tab) and CR Schedules

·         Commissions calculated for CR's new community, and Addendum B created

·         Community added to Sales & Marketing reports (i.e. SalesForce dashboard drop-downs)

·         CR SAR and IT transfer paperwork created

·         Update labor distribution spreadsheet for HR and Finance

·         Community reps removed from previous community outlook distribution lists

·         Community Maps created and maintained in PowerBI

·         Coordinate with Land to take possession of mailbox keys and gate clickers (if applicable)

Community Closing

·         IT Ticket to have a community Outlook distribution list removed

·         Remove the community from all Sales and Marketing documents and reports when closed out i.e. Deposit Checklist, CR Schedules, SalesForce dashboards

Shea Homes is an equal opportunity employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity and expression, age, disability, or Vietnam era, or other eligible veteran status, or any other protected factor.

EOE/M/F/D/V