Administrative Coordinator in Chantilly, VA at Lennar Homes

Date Posted: 9/17/2020

Job Snapshot

Job Description

Overview

Supervise and coordinate high-level administrative support to Division operations and act as office liaison for the Division by assisting Division Management with day-to-day office functions.   



Responsibilities

  • Aid Community Planning Manager in administration of 3rd Party Design gallery process
  • Aid Operations/Purchasing in Sales Force role as needed
  • As designated Option-Approver for Maryland communities, review, approve and work with New Home Consultants to track and revise Option Summary panels in preparation for permitting and change orders
  • Reconcile Monday morning home-close and sale report with Permit-Start Report
  • Maintain integral support role in complex projects assigned by the Vice President Operations/Operations Manager such as organizing, prioritizing and executing large volumes of time-sensitive information
  • Provides clerical and administrative support to Operations team members, as needed
  • See overall goals and execute appropriate details; maintain systems and processes to ensure execution of projects
  • Proactively manage calendars, schedules, and appointments by anticipating current priorities and areas of focus in order to prioritize and arrange future schedules
  • Schedule and coordinate meetings, conference calls and appointments for the Division Operations team members, as needed
  • Answer and prioritize phone calls/emails, and assisting in resolving problems
  • Maintain accurate, organized and efficient E-filing system
  • Prepare and process Operations check requests in a timely manner
  • Coordinate all materials for meetings to include weekly Operations Meeting and Division President’s notes
  • Aid Operations Coordinator in coordinating company functions/celebrations/charity events
  • Maintain Office Phone list, Meeting Room Schedule and Conference Line Schedule
  • Maintain Division Office main phone directory and answering service
  • Arrange for purchase, service and maintenance of all office equipment
  • Develop processes and efficiencies for routine office management such as supply ordering, mailbox labelling, office/cubicle name plates, vending/water services, etc.
  • Order and ensure office supplies are in stock at all times for Division office
  • Effectively communicate with others and solve problems on a daily basis
  • Other duties as assigned


Qualifications

  • High School Diploma or GED required
  • College Degree preferred
  • Valid Driver’s License
  • Minimum two years’ experience in an Executive support capacity
  • Highly PC proficient, including Microsoft Office, Word, Excel and PowerPoint
  • Must be diplomatic, thorough/detailed and customer-service minded
  • Ability to interact professionally with all levels of management, Division Associates, Corporate Associates, customers, outside entities, etc.
  • Impeccable communication skills & phone/email etiquette
  • Must be able to handle multiple tasks while working under pressure to meet simultaneous deadlines
  • Strong organizational and time management skills
  • Ability to prioritize, take initiative and follow-up
  • Working knowledge of standard office equipment such as copiers, printers, etc

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