Operations Administration Assistant Jobs in Ohio

MHP Administrative Assistant

Reports To: Regional Manager Location:

Corporate Office - Blue Ash, Ohio

Schedule: Monday-Friday, 8:00 AM - 5:00 PM

Travel: Occasional local travel required

Position Summary

The Assistant Sales Manager provides administrative and operational support to the Regional Manager and the home sales division. This role is responsible for coordinating documentation, title processing, home inventory management, and communication with internal departments, vendors, lenders, and county offices.

The position plays a key role in ensuring all sales transactions, registrations, and title work are processed accurately and efficiently while maintaining compliance with county and state requirements.

Key Responsibilities

Sales Administration & Documentation

Maintain accurate sales records and tracking spreadsheets related to home inventory and sales activity.

Send welcome letters to new home buyers and coordinate next steps including lease execution, move-in documentation, proof of utilities, insurance verification, and key delivery with the Property Manager.

Ensure all required forms and documentation related to home sales transactions are completed and filed appropriately.

Maintain and update home information within company software including home invoice details, year, make, model, room sizes, unit type, and amenities.

Title Processing & Government Coordination

Complete all required forms related to title work.

Coordinate with accounting teams to obtain tax checks and process required payments.

Deliver tax payments to the County Treasurer's office for stamping and confirmation.

Coordinate with title offices to have titles issued for homes.

Send titles to lenders or banks via FedEx as required.

Obtain title copies from lenders and secure 30-day payoff information when necessary.

Coordinate with the accounting department to issue payoff checks and confirm tax payment verification with county offices.

Home Inventory & Registration

Coordinate adding and removing homes with Greenfelder / TLG.

Receive new homes and complete registration requirements.

Submit necessary forms to the appropriate counties for home registration.

Enter new home invoices and details into company systems.

Email all new home invoices to key stakeholders to ensure proper insurance coverage and internal documentation.

Complete tear-down forms for removed homes.

Vendor & Internal Coordination

Work with Maintenance Supervisor to determine required parts and coordinate ordering for homes.

Coordinate with the accounting department to issue payment checks and send payments to vendors such as Cavco via FedEx.

Support county auditor requests by updating lists of homes missing forms and submitting required documentation.

Marketing & Sales Support

Coordinate with the marketing team to add or update photos of homes for sale online and within internal software systems.

Send home invoices and NADA values to mortgage companies for homes under contract.

Maintain current information regarding homes available for sale and under contract.

Qualifications

Strong organizational and administrative skills with high attention to detail.

Ability to manage multiple processes and deadlines simultaneously.

Strong written and verbal communication skills.

Proficiency with Microsoft Office and database/software systems.

Ability to coordinate with multiple departments and external agencies.

Valid driver's license and reliable transportation for occasional local travel.

Competencies

Communication - Refers to the ability to inform orally and in writing, with clarity and good effect. Giving full attention to what other people are saying and asking questions as appropriate. It means to understand clearly and quickly when instructions or orders are received. It means judgment about what information is important and what is not, and what should be communicated, how, to whom and when.

Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.

Customer Service - Refers to the ability to satisfy the expectations and requirements of customers. Displays courtesy and sensitivity and responds promptly to service requests. Identifies customer needs and explains services clearly. Handles difficult situations.

Professionalism - Presents oneself in a professional manner; Shows respect towards others; Consistently places needs of tenants first; Displays honesty and integrity both inside and outside the workplace. Identifies tenants' needs and explains services clearly. Handles difficult situations.

Time Management - Managing one's own time and the time of others.

Physical Demands

While performing the duties of this Job, the employee may be required to perform onsite tours, the employee is required to be in a stationary position up to 50 percent of the time to perform work on the computer and operate other office productivity machinery, such as a calculator, copy machine, fax machine, and computer printer. The employee must be able to exchange accurate information with tenants and others in the office while interacting. The employee must occasionally lift and/or move up to 25 pounds. The individual must be capable of reviewing their work for errors and make adjustments as necessary.

Work Environment

While performing the duties of this Job, the individual is occasionally exposed to moving mechanical parts. The noise level in the work environment is usually low to moderate. The individual frequently works in a controlled climate.

Serving six states across the Midwest and Southeast, Sundance offers full-service management for apartments and manufactured housing communities. With a purpose-driven, people-focused approach, we create thriving communities and long-term success for our partners and residents.
With over 30 years of experience, Sundance will support you in every way - from marketing and leasing, to the day-to-day maintenance of units, our property management team will deliver an exceptional experience to residents and investors alike.