OAKWOOD CORE VALUES
Earn Trust. Nothing works without it.
Do Good. Be kind and collaborative. Promote equity and be welcoming to everyone.
Drive Change. We must set the standard. Advance technology and sustainability and implement visionary practices in all we do.
Be A Home. We strive to be more than a place to work – where people have a sense of belonging, work-life balance, and a true career path.
Open Doors. We are here to help our customers realize success, own homes they love, and create more opportunities for them down the road.
What will you do in this role? The Office Administrative Assistant for the Colorado Springs Market is responsible for overseeing the office’s administrative functions, supporting the sales team, and providing executive/personal assistance to the Market Leadership Team. This role includes responsibilities such as managing building operations, coordinating events, supporting sales functions, and assisting the leadership team with travel, reporting, and marketing support. This position is crucial for efficiently operating the market’s office and supporting key sales and administrative processes.
Key Responsibilities:
Office Management:
- Administrative Oversight: Allocate, assign, and monitor administrative resources to ensure smooth office operations and support for all departments.
- Building Management: Maintain all building and inspection records, coordinate repairs, and manage vendor relationships (cleaning, pest control, maintenance, etc.).
- Supplies Management: Organize and supervise office supply orders for all Colorado Springs Market Sales Offices, maintaining inventory and adding new community openings to delivery rotations.
- Vendor Coordination: Oversee handyman services, equipment repairs, moving services, printer servicing, and other vendor-related needs.
- Records and File Management: Maintain retention of office-related records and files, including contracts, invoices, and building maintenance records.
- Reception and Admin Support: Act as front desk receptionist and provide general administrative support for the market
Sales Support Responsibilities
- Maintain accountability for walk-in tracking by supporting the sales team with the guest rotation.
- Assist with creation of preplanned brochures and exterior color selections across neighborhoods to ensure architectural monotony standards are followed.
- Ensure change orders and contract paperwork are completed and uploaded accurately.
- Ensure sales offices and models (including field models) are in showable condition; notify Sales and Construction teams when attention is required.
- Audit and highlight third-party websites (e.g., Zillow, New HomeSource) for accuracy and completeness of home listings; input home data and alert management when information is outdated or missing.
- Audit the Oakwood website weekly to ensure marketing information is current.
- Support flawless execution practices in all communities by assisting sales teams in adhering to company standards (refer to Flawless Execution documentation).
- Assist in the setup, tear-down, and participation of marketing and sales events.
- Support sales coverage by filling in at sales offices when personnel are on vacation or absent to ensure walk-in traffic is always accommodated.
- Coordinate food ordering for meetings and reviews as needed.
- Assist management with VSC map updates as we progress through home collections.
- Provide flexible administrative support for any sales-related projects or additional duties.
- And any other duties as requested and assigned.
Market Leadership Office Operations Support Duties:
- Market Leadership Support: Provide assistant services to the Colorado Springs Market Leadership Team, including managing their schedule, coordinating travel, and handling confidential communications.
- Sales Leadership Support: Provide administrative support to the Sales Leadership team including preparing reports, scheduling, and document preparation.
- Expense Reports: Prepare and submit personal and company expense reports for the Colorado Springs Market Leader.
- Travel Coordination: Arrange and book travel for the Market President, Director of Sales, and out-of-town candidates as needed. Submit travel expenses for reimbursement.
- Corporate AmEx Management: Maintain and manage the Corporate American Express card for the Market Leader.
- Training Materials: Prepare training materials for all new sales hires and assist in organizing onboarding processes.
- Sales Data Tracking: Code and submit weekly sales invoices, recording them in cost-tracking systems. Maintain community competition pricing graphs.
Event and Employee Coordination:
- Town Halls and Retreats: Coordinate Colorado Springs Market Town Halls, sales and marketing retreats, summits, and other market-related gatherings.
- Employee Farewells: Organize and coordinate farewell gatherings for departing employees.
- Seminars and Training: Enroll staff for out-of-state seminars and other professional development opportunities. Manage logistics and travel arrangements.
- Vendor Gatherings: Coordinate large-scale vendor events, including town halls, barbecues, and golf tournaments.
- Hotel and Venue Management: Maintain relationships with hotels and venues used by the market, ensuring favorable rates and service quality.
General Administrative Support:
- Notary Services: Provide notary services as needed for the office and market employees.
- Compliance: Ensure all office and market operations comply with company policies and procedures.
- Errands and Miscellaneous Tasks: Assist with general administrative tasks such as business card orders, lunch ordering, covering the front desk, and running errands.
- Front Desk Backup: Serve as a backup for the front desk receptionist as needed, handling phone calls, greeting visitors, and managing general inquiries.
- Other Projects: Perform related projects as assigned by market leadership, supporting overall office operations and strategic initiatives.
You Have:
- Bachelor’s degree in Business Administration, Office Management, or a related field (preferred, not required).
- 3+ years of experience in office management, executive assistance, or sales support, preferably in the homebuilding or real estate industry.
- Strong organizational and multitasking skills, with the ability to manage multiple priorities simultaneously.
- Excellent verbal and written communication skills, with the ability to effectively interface with clients, vendors, and internal stakeholders.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with CRM systems (e.g., Salesforce) or project management tools.
- Strong attention to detail and ability to maintain accurate records and files.
- Ability to work independently, take initiative, and solve problems with minimal supervision.
- Experience in coordinating with vendors and managing building or office maintenance services.
- Experience in event planning, travel coordination, and handling confidential communications.
- Discretion and confidentiality in handling sensitive executive communications and documents.
- Notary Public certification preferred or willingness to obtain.
You Might Also Have:
- Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA, and other federal, state, and local standards, including meeting qualitative and/or quantitative productivity standards.
- Ability to work in an in-office setting
- Ability to maintain regular, punctual in person attendance consistent with the ADA, FMLA, and other federal, state, and local standards.
- Must be able to lift and carry up to 25 pounds.
- Must be able to talk, listen and speak clearly
Benefits & Perks
- Comprehensive benefits package includes Medical, Dental, Vision, FSA accounts, 401K, Life Insurance, Short Term Disability, Long Term Disability, and EAP
- Time Off benefits include Vacation, Sick, Holiday, Bereavement, Jury Duty, FMLA, refresh, floating holidays, and parental leave
- Home purchase discount
- Tuition Reimbursement
- Expected Salary: $25.50 - $28.00 per hour - This position is eligible for additional performance incentives through quarterly bonus opportunities. Bonus potential 5-10% of base salary.
All benefits are subject to qualification and hire dates.
Business Unit -
Oakwood Homes
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