Design Team Admin

We are looking for a detail-oriented and proactive Sales Administrative Coordinator to join our team. This role is essential in managing administrative tasks related to contract processing, HOA & permit applications, consumer financing, and designer coordination. The ideal candidate will possess strong organizational skills, keen attention to detail, and the ability to collaborate effectively across departments.

Key Responsibilities:

Contract Processing:

• Process turnover items for all new sales.
• Evaluate accuracy and compliance of contracts.
• Correct any cosmetic errors on documents.
• Coordinate with internal teams to collect any missing items.
• Verify financial information, including payment terms, deposits, finance approvals, and loan documents.
• Confirm credit card deposit details and deliver check images for deposits.
• Enter appropriate data into LP, OCC, and Magic Plan systems.
• Maintain schedule for PM Intro calls and execute handovers of fully processed jobs to production.
• Provide customer updates as requested and process customer payments as needed.
• Assist in maintaining One Click Contractor.

HOA & Permits:

• Assist with HOA applications and provide updates to customers regarding the status.

Consumer Finance:

• Maintain relationships with Consumer Finance partners and the Consumer Finance Matrix in One Drive.
• Assist in organizing One Drive for the Design Team.
• Process secondary consumer finance applications and complete necessary items to advance pending/held jobs.

Front Log and Pending Sales:

• Coordinate with representatives and leadership to maintain the Front Log.
• Assist in advancing jobs and coordinate with Marketing and Production to update LaunchPad photos and information.
• Ensure effective communication with the sales team through coordination with the Call Center.
• Work with Production to deliver a legendary customer experience.

Designers Coordination:

• Maintain accurate representative schedules in LP and audit submitted schedules for minimum requirements.
• Create, update, and maintain a sales representative directory.
• Audit CLSB and HIS numbers associated with Aloft, ensuring accuracy in One Click Contracts.
• Order sales representative business cards and name tags.

Current and New Designers Inventory & Tracking:

• Coordinate with HR to onboard new designers and maintain inventory tracking of company-issued property within the Design Department.
• Prepare and track Company Property Waivers and maintain accurate inventory lists for necessary supplies, reordering as needed.
• Ensure new hire classes have required samples and materials and assist IT in setting up company iPads and accounts for new reps.

Training and Additional Responsibilities:

• Attend weekly sales trainings to stay updated on industry best practices.
• Handle occasional requests for mail-out contracts to customers.
• Perform other related duties as assigned by the supervisor.

Qualifications:

• Strong attention to detail and organizational skills.
• Excellent communication and interpersonal skills.
• Proficient in Microsoft Office Suite and familiar with project management software.
• Ability to work collaboratively and independently as needed.
• Previous experience in contract processing, administrative support, or a related field is a plus.

If you are passionate about ensuring a smooth operational process and enhancing customer satisfaction, we invite you to apply for this exciting opportunity.