Goodall Homes is Hiring an Executive Assistant/HOA Coordinator

(Please forward resumes to sbruce@goodallhomes.com.  Thanks!) Executive Assistant/HOA Coordinator

 Job Description

 GENERAL FUNCTION:   Under the immediate supervision of the Chief Operations Officer, the Executive Assistant/HOA Coordinator is responsible for assisting the Chief Operations Officer.

SPECIFIC DUTIES AND RESPONSIBILITIES:

 

• Assistant to COO:

 

• Responsible for timely completion of projects as assigned by COO.

 

• Prepare reports, etc. as needed.

 

• Complete letters, filing, copies, admin support as needed.

 

• HOA Coordinator

 

• Point of contact for various community managers of Home Owners’ Association.

 

• Resolve problems as needed, involving management as needed.

 

• Keep track of Monthly and Annual Board meetings, financial reports, and Developer Control Periods.  Present to COO monthly.

 

• File HOA documents monthly and as needed.

 

• Point of Contact for ARC approval requests. 

 

• Point of contact for StoneBridge Clubhouse Manager.

 

• Walk StoneBridge Clubhouse monthly with Clubhouse Manager – noting anything that needs to be brought to COO’s attention.

 

• Attend HOA meetings as needed.

 

• RealTracs

 

• Ensure bills are paid for agents and office personnel.

 

• Submit transfer paperwork as needed.

 

• Change, close out, and/or withdraw MLS listings as required by field agents.

 

• GuildQuality:

 

• Point of contact for all correspondence from GuildQuality.  Using the Customer Data Submission Form spreadsheet, responsible for updating all contracts, starts and closings to GuildQuality.

 

• Responsible for keeping track of data that has been sent to GuildQuality and updating as needed.

 

• Responsible for keeping track of sold specs to make sure they are submitted to GuildQuality for surveying.

 

•  Update tracking board in training room weekly.

 

• Quarterly/Yearly prepare report for COO.

 

• Ensure each employee is signed up to receive updates from GuildQuality.

 

• Reconcile closing sheet and starts schedule with GuildQuality monthly to ensure no customers are left out of the surveying process.

 

• Goodall Homes Operations Manual

   

• Responsible for mapping all processes for inclusion in the operations manual.

 

• Responsible for adding all processes, policies, forms etc. into the operations manual from the ten functional areas of the company.

 

• Point of contact for all changes within the operations manual.

 

• Responsible for including all changes into the operations manual in a timely manner.

 

• Point of Contact with Dream Sites to resolve any issues or training with Operations Manual.

 

• Trade/Vendor Net Promoter Scores

 

• Monthly, send out reminder to Project Managers and Warranty that NPS Score sheet is due.

 

• Collect all score sheets and compile on master sheet, send to COO for review.

 

• Once approved, send out to all trades.

 

• Quarterly update blank Net Promoter Score Sheet with up to date vendors and suppliers.

 

• Completion Report:
  • Monthly ensure all data is updated on Completion Report, fill in as needed.

 

• Compile information as needed for monthly report to be included on separate tab on Completion Report worksheet.

 

• Make needed graphs to update COO.

 

• Send to COO, upon approval, make copies for EMT Meeting.

 

• Required Meetings:
  • Attends the weekly Great Game of Business Meeting.
  • Meet weekly with the COO.
  • Weekly EC Meeting and Development Meeting – Keep ToDo Matrix updated and Team on track.

 

• Misc:

 

• Update sales, starts, and closings on sales, starts, and closing spreadsheet.

 

• Assist President as needed.

 

• Sign Checks as needed.

 

• Update Sales Simplicity as needed.

 

• Responsible for yearly employee survey and employee awards.  Send results to COO.
• Scan and email safety violations to trades as received from project managers.  File final copy.

 

• Maintain old and new pink purchase order books and maintain sign out ledger – order as needed.

 

QUALIFICATIONS, EDUCATION, AND EXPERIENCE:

1. Detail Orientated
2. Able to organize and manage special projects.
3. Microsoft Excel, Word, and Outlook Experience.
4. People skills to articulately and professionally handle interaction with homeowners, homebuyers, realtors, lenders and others.
5. Must submit to personality profiling and random drug testing.
6. Must hold a valid driver’s license in the state of Tennessee.

 

Compensation:

JOB TITLE Compensation includes base salary plus bonus potential based on Great Game of Business bonus program.