Project Administrator

Founded in 1969, Adair Homes is the Pacific Northwest's largest and most experienced builder of affordable custom homes with 19 branch locations across Washington, Oregon, Idaho, and Arizona.

SUMMARY

This position has primary responsibility to lead customers through the pre-construction phase as effectively and quickly as possible while providing a high level of customer experience. In addition, the position performs a variety of support functions and cross-departmental collaboration to enable the successful operation of branch business and customer engagement.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• The Project Administrator is to lead the customer to complete all pre-construction activities by driving the process in a proactive manner engaging the customer, external sources and internal departments to remove roadblocks and complete the NTP/Release requirements as quickly as possible.
• Facilitates customer readiness, completes the customer permit package for submission, and coordinates the Phase 2 and Phase 3 Meetings.
• Calls customers in the current release month twice a week, and once a week for future month releases to ensure the customer is successfully navigating their site development, permit process, and the OTO list completions.
• Maintains internal and customer facing documents for release to construction in the Google Drive Customer Folder, Salesforce and IHMS.
• Daily updates to IHMS Schedule, which include the ability to forecast when customers will complete their NTP requirements.
• Facilitates all change Orders to the successful completion within the specified service level agreements.
• Facilitates all Price Increase Change Orders and collection of funds.
• Facilitates all other Change Orders which include, Pre-Release Condition, Color Selection, Jurisdiction, Recap, Cancellation, Discontinued product, Price Increase, etc., as quickly and effectively as possible.
• The PA will elevate to Managers when Change Orders are not completed timely to ensure company best business practices.

JOB DUTIES

General Office Support

• Staffs the branch office during assigned hours and demonstrates exceptional customer service skills in support of internal and external customers.
• Answers telephones in a professional manner and ensures that all inquiries are effectively routed to the appropriate branch staff member.
• Manages and orders office supplies.
• Retrieves mail and routes to the appropriate branch personnel.
• Coordinates branch office and model home upkeep, with approval from the Regional Sales Manager.

Construction & Sales Support

• Provides administrative support for branch personnel including Construction Superintendent(s) and Home Ownership Counselor(s), as time allows, with prior approval from Regional Project Administrator.
• External Customer Support
• Prepares building permit packet for homeowner and provides assistance/guidance with all other permits needed for submittals.
• Communicates with all local jurisdictions to monitor fee updates, turn times and submittal requirements.
• Documents all verbal and written correspondence with customers in Salesforce on a weekly basis.

Accounting, Purchasing & Drafting

• Coordinates with Regional Project Administrator, Superintendent and Purchasing to insure a successful release into construction and a successful vertical construction sign-off.
• Organizes and submits payables to the appropriate departments.
• Verifies the project budget stages and its completion with the branch assigned Purchasing Agent.

Information Management

• Updates all completion dates in Salesforce and Mark Systems/IHMS.
• Reports any release changes to the Regional Project Administrator.
• Maintains and uploads files for all projects within Mark Systems/lHMS back office.
• Updates the Jurisdictional Collaborative Report with current permit cycle times.
• Creates, builds and maintains all change orders. Sends change order contracts out to homeowner(s) and Adair officer for signature. Executes change order in IHMS back office.

Other

• Maintains punctual, regular and predictable attendance.
• Works collaboratively in a team environment with a spirit of cooperation.
• Performs other duties as required.

SUPERVISORY RESPONSIBILITIES
This position does not have any supervisory responsibilities.

QUALIFICATIONS
Ability to perform essential job duties with or without reasonable accommodation and without posing a direct threat to safety or health of employees or others. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE
High school diploma or general education degree (GED); or three to five years related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of an organization.

MATHEMATICAL SKILLS
Ability to calculate figures and amounts such as discounts, interest, proportions, percentages, area, circumference, and volume.

COMPUTER SKILLS
Job requires specialized computer skills. Must be adept at using various applications including database, spreadsheet, report writing, project management, graphics, word processing, presentation creation/editing, communicate by e-mail and use scheduling software. Has an understanding and capabilities in using applicable programs and knowledge of various programs.

REASONING ABILITY
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to solve practical problems and to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS
This position does not require any certificates, licenses, or registrations.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee must regularly lift and /or move up to 10 pounds, infrequently lift and/or move up to 25 pounds. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.