Front Office Coordinator

Description

JOB SUMMARY 

Vintage Design is looking for a dynamic Front Office Coordinator to join our team. This role will support multiple departments and be an integral part of our day-to-day operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

The Executive Administrator has full responsibility for the following functions:

• Facilitate a warm and welcoming environment as the first point of contact for guests as associates.
• Offer refreshments to showroom guests upon arrival (coffee, water, soft drink, etc.)
• Manage front desk and Company phone system, answer calls in a professional manner, routing as necessary.
• Maintain the general appearance of the showroom and prep for each business day.
• Restock showroom guest snacks and refreshments.
• Create and distribute a daily absentee log.
• Stamp all outgoing mail and distribute incoming mail, packages, and samples to the appropriate departments.
• Coordinate and prepare outgoing shipments.
• Log showroom samples in and out.
• Create and distribute monthly company newsletter.
• Office Management responsibilities, including but not limited to:

o Travel

• § Coordinate travel for associates as required including rental car, flights, etc.

o Office Supplies / Office Orders

• § Facilitate all aspects of office supply order needs such as, but not limited to, IT orders, Costco, Amazon, etc.

o Vendor Management

• Liaise with office copier and toner suppliers as required to facilitate timely and smooth operations of office facilities
• Monitor various check points in NextGen and bring to Sales Team Management as needed
• Review and optimize showroom appointment schedules

Back-Up Sales Support

o Assist with updating Builder Profile reports for weekly homesite review.

o Confirm homebuyer appointments.

o Assist with monitoring of Tile Approval screen, HBI screen and Cutoff Report.

o Buyer Info Sheets – Entry of Buyer Info Sheets, scheduling appointments as needed.

o Request sequence sheets from NHC when needed. 

• Any other tasks or projects as needed and assigned by President, Vice Presidents, Design Team, Controller, and Human Resources.

• None

Requirements

EDUCATION, EXPERIENCE & QUALIFICATIONS 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.

MANDATORY

• At least 1-2 years in a professional business environment
• High School education or equivalent
• Ability to present and articulate points clearly and effectively
• Highly organized and able to manage multiple projects and priorities
• Desire to be part of a team
• Positive and welcoming demeanor
• Computer literate and proficient in MS Office – Excel, Outlook, Word.
• Ability to multitask and operate a multi-line phone system

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.

• Ability to sit at computer monitor for extended periods throughout the day.
• Must possess the ability to stand for extended periods of time; to reach with hands and arms; to move among and between offices; to handle mail and documents; to sit, stoop, kneel and crouch; to lift and move up to 10 pounds; to see well enough to discern differences in quality of documents and files.

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.

• General working conditions
• Office environment
• May have to meet tight deadlines

HOURS

Fully in office role. Monday through Friday, 8:00 AM to 5:00 PM, with meal and rest breaks.

OUR BENEFITS

· Health Insurance (Medical, Prescription, Dental, and Vision)

· Life Insurance

· Disability Insurance

· Paid Holidays and Time Off

· 401(k) Plan with company matching

Artisan Design Group is committed to a policy of equal employment opportunity for applicants and employees. It is the policy of Artisan Design Group to apply recruiting, hiring, training, promotion, compensation, and professional development practices without regard to actual or perceived race, color, religion, sex (including pregnancy, sexual orientation and gender identity), national origin, age (40 or older), disability or certain classifications based on genetic information, or any other characteristic protected by federal, state or local laws, regulations or ordinances. 

We are committed to helping individuals with disabilities participate in the workforce and ensuring equal opportunity to apply and compete for jobs. If you need any assistance at any point in the application or hiring process due to a disability and you need accommodation, please email [email protected]. Please do not use this email address for any other questions. Only inquiries regarding accommodations will be addressed.