Job Description

We are looking for a fabulous Office Administrator / Manager to help manage the office of one of South Tampa’s premier custom home and remodeling companies. Our company is one of over a hundred Alair Homes offices in the US and Canada.

Our Office Administrator / Manager is a true team player who also excels in their individual role. They are self-motivated, and acts with service before self. They are motivated by high performance standards, seeks to always learn more, and believes in our culture of continuous improvement.

Qualities of our top candidate:

• Warm and friendly disposition is essential
• Reliable self-starter; resourceful and proactive when issues arise
• Self-motivated – can determine tasks to accomplish throughout the day without constant guidance
• Software skills are current to 2024
• Experience with general office equipment (computer, printer/copier, etc.)
• Grammar, spelling and writing skills are above average: excellent verbal and written communication skills
• Utility Player – able and willing to tackle high tasks and low tasks
• Not 100% people pleaser – able to say no
• Outgoing – making cold calls should not be intimidating
• Able to take on several different responsibilities as assigned to support the whole team - multi-tasking is a large part of this role
• Handles assignments proactively and expeditiously and follows-through on projects to successful completion
• Clean and professional presentation
• Notary Public
• Loyal and looking for a long term position with progression within the company

Roles and Responsibilities

Our Office Administrator / Manager is responsible for office tasks and other assignments as assigned to support the team. These can loosely be broken down into three categories, which includes tasks and responsibilities such as:

Office Reception and Administration

• Welcome on-site visitors; determine nature of business; direct and/or answer questions.
• Answer incoming telephone calls; determine purpose of callers and forward calls to appropriate person.
• Run errands as needed (post office, grocery run, etc.)
• Ensure ‘kitchen’ is well stocked.
• Order and maintain office supplies.
• Maintain office equipment and assist users.
• Receive and distribute package deliveries.
• Plan meetings and events
• Keep office spaces organized
• Perform clerical duties as requested, such as filing, photocopying, collating, organizing meetings.

Sales Support

• Pre-qualify all leads
• Organize out-going mailings (Good neighbor postcards, client letters, holiday cards, etc.)
• Provide support in organizing award applications throughout the year
• Keep award schedule updated so team is notified of when award applications will be due throughout the year
• Schedule cleaning of homes to be photographed and send thank you with gift card after homes are photographed
• Maintain past client database.
• Oversee anniversary gifts and referral rewards.
• Generate reports and other documents as requested

Business Support

• Request warranty binders and all close out materials.
• Organize close out package and gift for homeowners
• Request and file updated certificates of insurance for Worker’s Compensation, General Liability, and W-9 forms for trades.
• Help prepare sub trade agreements
• Request invoices and track client payments
• Have necessary documents notarized
• Help with permitting applications, inspections, and building fees
• Be aware of and plan community outreach events

What We Can Offer You

• Competitive salary
• Fabulous working environment
• Work / Life Balance

We value openness!
Our team celebrates our diverse backgrounds. Being open about who we are allows us to be better people. Individuals seeking employment at Alair Homes South Tampa are considered without regards to race, color, religion, national origin, age, sex, marital status, ancestry, physical or mental disability, veteran status, sexual orientation, gender identity or other protected status under all applicable laws, regulations, and ordinances.

Job Type: Full-time

Pay: $45,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Paid time off

Schedule:

• Monday to Friday

Application Question(s):

• Do you live in Tampa?
• Are you a Florida Notary Public?

Education:

• High school or equivalent (Required)

Experience:

• Administrative: 3 years (Required)

Work Location: In person