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