Office Coordinator

• Maintain a professional, welcoming, and well-organized office environment, ensuring all spaces are clean, stocked, and presentable.
• Oversee daily office needs, including preparing coffee, stocking the design studio fridge, and maintaining the breakroom.
• Manage office supplies, coordinate repairs and maintenance, and handle insurance-related payments.
• Process incoming mail, coordinate basic IT needs, and manage company vehicle registration and insurance.
• Provide executive assistant support to company owners, handling scheduling, communications, and administrative tasks.
• Lead closing coordination, including confirming contracts, sending welcome communications to buyers, and finalizing closing dates.
• Schedule surveys, appraisals, and warranty orders, and manage Guild Quality survey scheduling.
• Coordinate with lenders and title companies to ensure all documents are completed accurately, including VA/FHA forms as applicable.
• Review closing disclosures, secure required approvals, and maintain organized records of executed documents.
• Communicate with internal teams regarding key milestones, timelines, and project updates.
• Prepare and distribute weekly progress and closing reports.
• Assist with bookkeeping functions such as payroll processing, overhead expense tracking, invoice management, utility payments, and permit acquisition.
• Support human resources initiatives, including onboarding new employees, coordinating recognition programs, and ordering branded apparel or promotional items.
• Perform a variety of other administrative duties as needed to support the success of the team.

• Proven experience in office management, administration, or a similar role.
• Strong organizational skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Detail-oriented with strong follow-up and problem-solving abilities.
• Proficient in Microsoft Office Suite, Google Workspace, or similar tools.
• Experience in real estate or construction industry is a plus but not required.