Administrative Assistant/Warranty Administrator

JOB SUMMARY:

The Administrative Assistant/Warranty Administrator will aid the Construction Department by facilitating all warranty service requests, verifying invoices, processing work orders, and performing other tasks such as photocopying, compiling records, filing, tabulating, and distributing mail.

ESSENTIAL FUNCTIONS:

• Perform general clerical duties, including filing, copying, and faxing.
• Upload quotes/bids and necessary change orders in the Accounting Database.
• Seek site supervisor verification and track invoice/workorders for Director of Construction approval.
• Weekly timecard tracking for the construction department.  
• Administer and active reporting for home warranty requests.
• Administration of the HFHI GIK program.  
• Maintain department calendar for weekly meetings.
• Prepare construction dashboard report for Board of Directors report.
• Assist with set-up of construction workshops.
• Assist with LEED documentation.
• Assist with Energy Star reporting and documentation.
• Assist with documentation necessary for utility accounts (e.g., SRP, APS).
• Process documentation necessary for water accounts, meters, hydrant meters, backflow rentals, etc.
• Compile home building construction documentation (RED FOLDERS) for the Site Supervisor.
• Scheduling of portable restrooms for special events and Construction sites.
• Assistance with tracking tool inventory.
• Assist in special events and outreach efforts.
• Provide front-desk assistance as requested.
• Other duties may be assigned as necessary.

KNOWLEDGE, SKILLS, ABILITIES:

• Proficient in Microsoft Office.  
• Possess effective interpersonal skills to effectively work with a variety of people and personalities, including individuals of diverse races, cultures, and economic backgrounds.
• Excellent writing and verbal communications skills.
• Ability to work 40 hours/week; Evening and Saturday hours when needed.
• Excellent organizational skills and attention to detail a must.
• Ability to type a minimum of 40 words per minute.
• Ability to work independently and collaboratively. 
• Positive personality, attitude, and professionalism.

EDUCATION, EXPERIENCE:

• High School Diploma.
• An Associate degree (A. A.) or equivalent from two-year college or technical school is a plus but not required.
• Minimum of two years' experience and/or training in a construction related industry is a plus but not required.
• Equivalent combination of education and experience.

PHYSICAL REQUIREMENTS NECESSARY TO PERFORM THIS JOB:

• The ability to sit in a meeting for extended periods of up to three or four hours at a time, as well as intermittent physical activity including bending, reaching, and ability to lifting up to 50 pounds.
• The ability to speak and hear in order to give and receive detailed information through verbal communication in person, using the telephone, and/or at community meetings; exchange ideas and convey detailed information accurately to co-workers, volunteers and others.
• Able to drive to off-site locations; requires a current Arizona driver’s license, a clean driving record, auto insurance (certain level of coverage is required to receive mileage reimbursement) and a trustworthy vehicle needed.

WORK ENVIRONMENT AND CONDITIONS:

• The majority of duties are performed in an office setting, performing detailed work sitting at a desk and working on the computer.  
• There may be periods of being on an undeveloped or construction site which may be of uneven terrain with exposure to dirt, dust, dampness, construction debris, extreme temperatures, construction noises, fumes, and odors from construction materials.

TOOLS AND EQUIPMENT USED:

• Employee must be proficient in or able to use or learn to use office equipment such as computer, printer, phone, copiers, calculator, and fax machine and other communication vehicles. 

Salary : $22 - $26