Sales & Marketing Administrative Assistant

Position Summary:

The Sales & Marketing Administrative Assistant provides support to the Sales & Marketing Department through a variety of related responsibilities. The position requires an ability to be multi-task oriented, ability to cope under pressure, maintain good judgment, self-sufficient, dependable, eager to learn with a professional, supportive attitude.

Essential Job Functions:

• Coordinate all sales office logistics such as equipment, office supplies, utilities/internet, computers, phones, collateral, photocopies, model maintenance requests, etc.
• Keep web content current and accurate on Community and Company websites.
• Maintain current product and pricing information on the New Home feed & BDX Live for syndication to various websites.
• Manage marketing cost codes and process all invoices with Accounts Payable and ensure proper coding and prompt and timely payment of our trades, suppliers and consultants. Track marketing spends to ensure they are within budget.
• Maintain weekly reports with site maps with current sales status, etc.
• Update community branded flyers, and sales office collateral using Adobe Photoshop, Illustrator or InDesign.
• Negotiate maintenance contracts necessary for maintaining the model complexes.
• Coordination of all events including but not limited to, model grand openings, ground breaking/ribbon cutting ceremonies, construction tours, homeowner parties, sales meetings, preview events etc.
• Responsible for coordinating and overseeing the installation of the sales offices including but not limited to signage, displays, furniture, computers, supplies, office equipment, etc.
• Maintain schedules and department checklists to meet our opening dates and have the sales office 100% complete at the opening. This can include the assembly and disassembly of furniture and moving some boxes to and from the sales offices.
• Drive the city permit processing for the sales offices and track progress to ensure we meet our opening schedules.
• Create signage strategies to drive traffic to all communities and review monthly and make adjustments as necessary. Oversee the development and installation of all signage including but not limited to bootleg signs, human directions and model and community signage.
• Conduct community visits every month to review the condition of the sales offices and model complexes.
• Obtain bids, create a budget and coordinate the conversion, furniture removal and shut down of all models and sales offices.
• Maintain department filing systems (electronic and manual).
• Continually look for opportunities to improve our department systems, processes, and model/sales office presentation.
• Act as a liaison to the Sales & Marketing team and other departments.
• Other duties as identified and assigned by supervisor.

Education and Experience:

• High school diploma or equivalent
• One to two years’ experience as administrative support staff preferred.

Skills:

• Advanced computer skills, especially, Microsoft Office applications, excel, word, PowerPoint
• Knowledge in Adobe Creative suite a plus (InDesign, Photoshop, Illustrator)
• Excellent verbal and written communication skills required
• Strong organizational skills and the ability to work in a fast-paced environment while completing assignments in a timely and efficient manner
• Ability to identify and resolve exceptions and to interpret data
• Ability to review self’s work to ensure accuracy
• Full time position – Monday through Friday with some weekend work required

Typical Physical Demands:

• While performing the duties of this job, the employee is regularly required to sit, use hands to manipulate equipment, and to talk and hear
• The employee is occasionally required to stand, walk, reach with hands and arms, and stoop, kneel, or crouch
• The employee must occasionally lift and/or move office supplies weighing up to 25 pounds
• Finger dexterity is required to operate a computer keyboard, telephone and calculator
• Maintain a professional appearance
• Must have transportation to all Olson Homes’ communities and the Seal Beach office location.
• If transportation is your own automobile, you must have a valid state approved driver’s license and proof of automobile insurance.

Typical Mental demands:

• Must be able to deal with stressful situations including but not limited to:
• Deadlines
• Workload
• Must be able to communicate, orally and in written form, desired objectives to:
• Supervisors
• Customers
• Consultants
• Coworkers
• Other business-related professionals
• Maintain a professional and positive attitude working conditions
• The noise level in the work environment is usually moderate to high