Office Manager - Classic Homes of Maryland
Rockville, MD 20852
About the Job
Classic Homes of Maryland is an award-winning, on-your-lot custom home builder with over 35 years of experience.
Join our team at Classic Homes of Maryland as an Office Manager and be a part of our family-owned business dedicated to building beautiful custom homes. We are seeking a detail-oriented individual with exceptional organizational skills to oversee office operations, assist the Director of Sales, provide clerical support to the warranty manager, and provide support for company senior management team .
Duties:
Administrative Support:
- Manage day-to-day administrative tasks, including but not limited to answering phones, responding to emails, and handling correspondence.
- Maintain and update filing systems, databases, and records.
- Prepare reports, presentations, and documents as required.
- Provide administrative support for Department Directors as needed.
Office Operations:
- Oversee office facilities and ensure they are well-maintained and fully equipped.
- Procure and manage office supplies, equipment, and inventory.
- Develop and implement efficient office policies and procedures.
Human Resources Support:
- Assist with recruitment processes, including posting job openings, scheduling interviews, and facilitating onboarding for new hires.
- Coordinate employee lunches, training sessions, and events.
Project Coordination:
- Collaborate with project managers and construction teams to ensure timely completion of administrative tasks related to ongoing projects.
- Track Utility Disconnects and new utility requests for electric, gas, water, and sewer utilities for all projects under the guidance of the Director of Estimating and Purchasing.
- Assist in Coordinating contracts for property based utilities such as propane gas, well and septic system contractors.
- Facilitate communication between different departments involved in project execution.
Sales Support:
- Coordinate with sales and marketing teams to support client engagement activities, such as scheduling appointments and organizing events.
- Assist in preparing contracts and other documents related to client agreements.
- Schedule Pre-Sales meetings for the Vice President with qualified customer candidates.
Warranty and Customer Support:
- Enter action items into Buildertrend warranty section from (1) 90 day walk through list, (2) 11 month walk through list (3) Any action item received via email or phone from past client.
- a proper service provider to action items and schedule services. Document post service via client follow up status.
- Assist Construction Managers and Director of Construction to Set up client service visits. Ensure proper vendors have items needed for visit prior to attempting to schedule with client. Follow up with client after service date to confirm everything is completed satisfactory and update BuilderTrend.
- Track bonds and ensure released and monies received.
- Coordinate top coat of all driveways with clients.
- Coordinate with Construction Managers to schedule final inspections.
Requirements:
- Proven experience as an Office Manager, Administrative Assistant, or similar role, preferably in the construction or real estate industry. A minimum of 3 years experience.
- Proficiency in office management software (e.g., Microsoft Office Suite, Google Workspace) and familiarity with project management tools (BuilderTrend).
- Strong organizational and multitasking skills, with the ability to prioritize tasks and meet deadlines.
- Excellent communication and interpersonal abilities, with a customer-centric approach.
- Attention to detail and accuracy in handling administrative duties.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Bachelor’s degree in Business Administration, Management, or a related field is preferred.
Accountabilities of an Office Manager:
Company Culture & Values:
- Live the values: Champion Classic Homes' company values (e.g., integrity, passion, accountability, vigilance, and excellence) in daily interactions and decision-making.
- Aligned goals: Strive for personal growth through continuous learning and actively contribute to achieving the company's strategic objectives.
Customer Focus:
- Deliver a great customer experience: Build rapport and trust with internal stakeholders (teammates) and external clients (homeowners and vendors). Proactively address their concerns and ensure a seamless design experience.
- Present a great First Impression to all customers. You are the first encounter with the company in most cases.
Quality & Accuracy:
- Attention to Detail: Produce accurate, detailed, and timely documentation of customer selections for fit and finish of the home.
- Keep the office properly stocked and supported to avoid preventable delays.
- Maintain the flow of accurate information from customer to the appropriate Point of Contact (Ie: Warranty manager, VP of Operations & Sales, Director of Pre-production and design, Director of Estimating/Purchasing, etc).
- Timely coordination of Utility Disconnects and Connects.
Benefits:
- Competitive salary based on experience ($60,000-$75,000).
- Health insurance coverage.
- Paid time-off (3 weeks).
- Bonuses at year-end.
If you are a proactive Office Manager with a passion for organization and communication, we invite you to apply by submitting your resume. Join us at Classic Homes of Maryland where you can contribute to our legacy of building exceptional custom homes.
Source : Classic Homes of Maryland