WINCHESTER HOMES - Field Office Representative, Camberley Homes

WINCHESTER HOMES - Field Office Representative, Camberley Homes

Title: WINCHESTER HOMES - Field Office Representative, Camberley Homes
Location: USA-MD-Bethesda
Other Locations:

Joining the Winchester Homes team at a Fortune 50 forest products company could be your first step to a career with a global employer. We are committed to delivering the best buyer experience. This commitment depends on the inspired people we employ. Discover the variety of job opportunities at Winchester Homes, Inc., and bring your talents to this dynamic team environment today. Winchester Homes is an Equal Opportunity Employer building a capable, committed, diverse workforce.

Position Objectives
1. Exceed client expectations for service, from presales through settlement
2. Support efforts to exceed industry standards for product quality
3. Monitor safety regulations and onsite performance to maintain company standards
4. Enhance the Camberley and Winchester reputation in the marketplace
5. Continuously find and implement improvements to processes

Position Responsibilities
1. Coordinate communications and interactions between our clients and team members
a. Place phone calls and send preplanned and spontaneous correspondence to clients to keep them informed of schedule status and upcoming decisions.
b. Track down and share information with our clients and team members. Includes responsibility for accuracy and timeliness of the information. Examples include but are not limited to: schedule updates, cad drawing files, budget details, photos, communication log, selection or option details, installation information, and answering information requests.
2. Manage the clients' Phased Selections schedule and ensure selection deadlines are met
a. Schedule, attend, and facilitate the In Depth Interview and Experience Proposal.
b. Establish, present, and maintain selection schedules for each client ensuring we hit our schedule deadlines.
c. Set up meetings between clients, team members, and third party vendors (3PV's).Attend 3PV meetings as needed to support the client experience.
d. Collect bids from and negotiate with vendors to fulfill client 3PV requests.
e. Ensure client pricing on 3PV's maintain the correct Builder Margin
f. Present 3PV pricing and option descriptions to clients
g. Ensure clarity and accuracy of option descriptions that are selected by clients
3. Manage the Third Party Vendor budget process
a. Maintain accurate files of all selected 3PV supporting documents for audit purposes
b. Process 3PV budget revisions in EOne to ensure proper payment of vendors in the appropriate costs codes.
c. Process the contract addendum and supporting data in EOne and Salesbuilder to ensure proper payment from the client and proper recognition of revenue in our systems.
4. Manage critical operational documents
a. Ensure the clients' files are accurate, complete and timely. Track down missing or late information. Documents include but are not limited to: sales contracts, addendums, deposits, meeting minutes, architectural drawings, site plans, selection sheets, etc.
b. Compile, review, and route for approval all original contract documents.
c. Input directly and support other team members in keeping various data systems up to date and accurate. As a general rule, each member inputs the data they control directly. Systems include: CRM and Release system, Schedule Builder, Sales Builder, Winvendor, MS Outlook (w/ write privileges to team members' accounts), and E-One.
5. Manage Information Center logistics
a. Responsible for managing efficient operation of voice mail, e-mail, copiers and fax machines. Negotiates and coordinates with WEYCO and third party service providers.
b. Manage office security, which may include equipment maintenance, security code maintenance, and incident investigation.
c. Ensure office supplies are in order and well stocked.
d. Ensure hospitality supplies are available.
e. Manage catering services, bills, and budget.
f. Manage settlement day activities and budget.
g. Coordinate efforts with team for interoffice mail service.
6. Provide administrative support for the community team
a. Document IDI's and other meetings with clients.
b. Collect and file all important community documents.
c. Compile the Client Recap report for weekly team meetings.
d. Track and file all safety compliance forms generated by other team members.
e. Take and publish notes from operational meetings.
f. Provide occasional administrative support for the COM which may include compiling reports, drafting letters or e-mails, filing, etc.
7. Duties as required to effectively cross-train in other community roles
a. Regularly meet with other FOR's and COM's to discuss and implement process improvements.

Position Requirements

1. Education
a. High School Diploma
b. Some college desired
2. Experience
a. Minimum 4 years in an administrative support role or comparable college experience
b. Office management experience preferred, including development of staff
c. Experience within service oriented industries preferred
d. Word, Excel and Internet. Aptitude to learn other computer applications
3. Skills
a. Exceptional customer relations skills
b. Excellent communication skills both verbal and written
c. Good personal organization and discipline
d. Teaming
e. Intermediate to advanced user of all standard desktop applications
f. Proactive planning
4. Other
a. Can walk homes under construction