Construction Coordinator/Production Assistant

Job Title: Construction Coordinator/Production Assistant

Reports To: VP of Operations

SUMMARY

The role of the Construction Coordinator/Production Assistant is to respond and coordinate the activities of the various needs of the construction, sales, purchasing and other departments. With a common goal to meet deadlines, create an excellent customer experience, and service the relationships between internal and external customers. Activities include permit administrative management, job start coordination, reporting and auditing, and other executive and administrative responsibilities.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Essential duties may vary. Other duties may be assigned.

CUSTOMER PORTAL SPECIALIST

1. Apply the Company’s vision, and core values to every facet of responsibilities in an effort to improve our Company.

2. Responsible responding to customers within 24 hours in the portal.

3. Responsible for creating initial customer template and giving customer access to portal within 3 days of contract

4. Train customers on proper usage of the portal.

5. Oversee customer selection process.

6. Oversee and confirm all selections made within the contract deadlines.

7. Responsible for answering questions and assisting customers in completing color selections

8. Make sure clear descriptions are written in all options/selections for trades and field personnel.

9. Coordinate cabinet selection process.

• Confirm all cabinets selections and changes with customer
• Work with customer to confirm kitchen cabinet layout
• Price, as necessary, cabinet changes to customer
• Redline any custom cabinet layouts and coordinate home specific cabinet layouts with cabinet company
• Coordinate appliance selections with cabinets to confirm appliances and cabinets work together.
• Gather final home specific cabinet layouts and upload into the portal

10. Update portal selections, as necessary, when selections are discontinued, unavailable or not being offered anymore.

11. Maintain current samples for selections in model

12. Monitor and report on popular options and selections

13. Coordinate with VP of Operations new selections needed, or ones that need to be removed

CONSTRUCTION/OPERATIONS

14. Responsible for upkeep of the schedule templates and make necessary updates and improvements, as necessary.

15. Assist construction field team in uploading architecture plans, permits, permit plats or other necessary files to the portal

16. Managing HOA submittals, monitoring progress of HOA and permit approvals. Auditing submittals for accuracy

17. Expedite various permit steps, looking for ways to streamline process to improve efficiency and reduce time and waste. Create process for each community and necessary forms.

18. Monitor and report monthly on the following:

• Field Team uploading 5 quality photos for every home under construction
• Customers being responded to from ALL Silverthorne employees in a timely fashion (24 hour rule)
• Field Team is updating the schedule and maintaining a minimum number of past due activities on the schedule.

19. Monitor, train, and improve trade partner performance and usage of the portal system.

20. Responsible for making sure correct trade partners are assigned to each home and community.

21. Monitor Customer Satisfaction for all communities and implement process improvement.

22. Interface with all departments with respect to timely execution of Customer Satisfaction procedures.

23. Address customer satisfaction problems as required.

24. Assist in recruitment and onboarding of construction trades. Including training and onboarding of new trades onto CoConstruct

25. Create and track various cycle time reports for pre-construction and construction activities.

26. Create and track quarterly construction bonuses and payouts.

27. Assist in other Administration functions, reporting, preparation for the VP of Operations.

28. Assure proper communications throughout the process.

29. Confirm and maintain proper “naming” of files in the portal is consistent across all communities.

30. Suggest and implement process improvements to make selection process or portal usage better.

31. Confirm all information is needed to build home 100% at time of job start.

32. Add, gather, and update all selection photos for every option in the portal.

33. Assist in distribution and tracking of community financials

34. Complete quarterly audits of portal removing trades not in use anymore

35. Attend Monthly Staff meetings and contribute to IDES topics for improvements.

36. Attend bi-weekly Operations Meetings and contribute

37. Attend Monthly Production/Sales meetings as requested.

PERMIT COORDINATOR

The right candidate will be responsible for coordinating all documents required for submitting and obtaining utility and building permits, water taps and impact fees. Coordinate with division departments and external contacts to ensure all deadlines for building plans and permits are completed on time.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

38. Distribute construction documents to the Purchasing, Marketing and Construction departments

39. Support the Construction Department by performing administrative duties

40. Conducts all business in a professional and ethical manner to serve customers and increase the goodwill and profit of the company

41. Responsible for securing the timely preparation and submission of plot plans, lot inspections, and building permits through various municipalities based on construction deadlines

42. Prepare and submit timely check requests, and payments for permits, and any necessary impact, school, or building fees

43. Maintain a professional and courteous relationship with municipality departments and staff members.

44. Serve as the designated division contact for permit and/or other issues and respond promptly.

45. Record building permit information into the construction software to maintain the construction schedule.

46. Upload all building permits and other necessary documents to the construction software.

47. Manage and monitor the complete building plan approval process through various municipalities on assigned communities

48. Audit blueprints and plats for accuracy per village requirements, customer selections and Silverthorne standards.

49. Document and process all plan revisions with architecture and coordinate resubmittals

50. Scan all approved permitting documents

51. Obtain structural and architectural stamps on plans when necessary

52. Inform the purchasing and accounting departments of changes in permit or other municipality fees. Pay as needed in person or online.

SALES MANAGEMENT

53. Support Sales team in administrative and/or various other management activities.

54. Measure and report on weekly/monthly sales contracts by salesperson, community, and state.

55. Visit Models and Inventory Homes for Clean and Green and monitor any necessary corrections are done in a timely fashion.

56. Visit Sales Models and Offices, assist team with materials or tools needed to sell homes, including:

• monitoring various samples, removing expired samples, and ensuring correct samples at the model
• Accurate and complete marketing materials are in place and being used
• Collect and distribute various product brochures requested by sales team

57. Monitor/Audit website, MLS, and all marketing brochures for accuracy and correct as necessary.

58. Update Community base pricing on pricing sheets and portal as needed.

59. Update Homefront programming for new communities, addresses, garage hands etc.

Experience/Skills

1) Excellent computer skills, specifically: Microsoft Excel, Word , Powerpoint, Adobe

2) Excellent professional communication skills

3) Detail oriented and proactive problem solver

4) Strong ability to prioritize, work under pressure, and navigate multiple tasks at one time

5) Excellent Organization skills

6) Ability to work independently with minimal supervision

7) Adaptability: Willingness to operate in a flexible manner to ensure achievement of desired outcomes/goals

8) Results Driven: Strong orientation for goal achievement and top performance with a ability to focus on what’s important and create a sense of urgency to drive progress.

Qualifications

Education and/or Experience

• High school diploma or general education degree (GED)
• Two years related experience and/or training
• Must have a vehicle and a valid driver’s license
• Excellent organization skills with attention to detail
• Exceptional interpersonal, written and verbal communication skills
• Ability to work in a fastpaced environment to ensure all deadlines are achieved
• Ability to apply common sense understanding to carry out instructions furnished in written oral form or via DRH applications
• Proficiency with MS Office and email

Preferred Qualifications

• Associate degree or equivalent from twoyear college or technical school preferred
• Ability to read and interpret building plans
• Experience working in JDE a plus