Administrative Assistant

Position Summary: The Administrative Assistant serves as the first point of contact for the Birmingham office and plays a critical role in supporting daily operations across multiple functions. This position ensures a professional and welcoming environment, supports cross-functional teams, and assists with special projects and company events, including retreats and meetings.

Duties / Responsibilities:

• Front Desk & Office Coordination
  • Serve as the primary front desk representative, greeting visitors and managing incoming calls professionally
  • Maintain a clean, organized reception and showroom environment

• Office & Facility Management
  • Manage and stock all three office kitchens; ensure cleanliness and organization
  • Oversee office appearance across common areas and showroom spaces
  • Order and manage office supplies for all divisions, including agents and model homes

• Mail & Administrative Support
  • Open, sort, and distribute incoming mail daily
  • Coordinate outgoing mail and deliveries as needed

• Accounting & Vendor Support
  • Code and submit invoices accurately and timely for accounting processing
  • Maintain vendor insurance compliance records, ensuring all documentation is current

• Sales & Agent Support
  • Order and distribute supplies for agents and model homes
  • Monitor and follow up on required agent documentation to ensure weekly compliance

• Project & Event Support
  • Provide administrative and logistical support for company projects across departments
  • Support planning and execution of company meetings, events, and leadership retreats — including venue coordination, vendor communication, agenda prep, material distribution, travel, catering, and room setup
  • Track project action items and help ensure deadlines and deliverables are met
  • Provide on-site event support to ensure smooth execution
• All other duties as assigned

Qualifications:

• Strong organizational and multitasking skills with attention to detail
• Excellent communication and customer service skills
• Ability to manage multiple priorities and work independently in a fast-paced environment
• Proficiency in Microsoft Office and administrative systems
• Prior administrative, office coordination, or event planning experience preferred

Physical Demands:

• Must be able to consistently operate a computer and other office productivity machinery such as telephone, calculator, copy machine, computer printer, etc.
• Must be able to communicate with others via phone, email, and in person. Must be able to exchange accurate information with others
• Constantly works in an indoor, temperature-controlled, sealed-window office environment.
• Work primarily involves sitting / standing

Travel Requirements:

• Occasional travel to other divisional locations

Why Harris Doyle?

• Full-time team members have the flexibility to create their own health, dental, and vision benefits package. Harris Doyle provides UNLIMITED PTO, QUARTERLY BONUSES, competitive 401K programs, including investment options and company matching for full and part time employees after one year to help our team members achieve their financial goals. Additional benefits include paid parental leave, Employee Assistance Programs, and more.
• As part of Harris Doyle’s commitment of living a Life Well Crafted, Harris Doyle is now providing paid time for Team Members to volunteer to causes that are meaningful to them through the Harris Doyle Impact program.

Harris Doyle is an equal opportunity employer and does not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status.

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