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Administration Jobs

Administrative Assistant

Harris Doyle

Birmingham, AL

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JOB DETAILS
SKILLS
Accounting, Administrative Skills, Calculators, Calendar Management, Catering Services, Communication Skills, Copying Machines, Customer Support/Service, Detail Oriented, Documentation, Event Management, Facilities Management, Leadership, Mail Processing, Maintain Compliance, Maintenance Services, Microsoft Office, Multitasking, Office Equipment, On Site Support, Order Delivery, Order Supplies, Organizational Skills, Physical Demands, Printers, Project Tracking, Systems Maintenance, Telephone Skills, Time Management, Willing to Travel
LOCATION
Birmingham, AL
POSTED
3 days ago
Position Summary

The Administrative Assistant serves as the first point of contact for the Birmingham office and plays a key role in keeping day-to-day operations running smoothly. This role supports multiple teams, helps maintain a professional office environment, and assists with administrative tasks, customer care/warranty coordination, and company events.

Duties / Responsibilities

Front Desk & Office Coordination
  • Serve as the primary front desk contact, 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
  • Maintain the overall appearance of 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, packages, and deliveries
Accounting & Vendor Support
  • Code and submit invoices accurately and on time
  • Maintain vendor insurance compliance records and ensure 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
Customer Care / Warranty Support
  • Receive, document, and process homeowner warranty and service requests (email and Grasshopper)
  • Respond to homeowner inquiries promptly (target: within 2 hours)
  • Enter and track service requests in KOVA
  • Coordinate with the Field Team and assist with scheduling homeowner appointments
  • Maintain a working knowledge of warranty coverage to help identify covered vs. non-covered items
  • Update and maintain vendor systems with closed home information on a monthly basis
  • Prepare homeowner orientation folders
Project & Event Support
  • Provide administrative and logistical support for company projects across departments
  • Assist with planning and execution of meetings, events, and leadership retreats (venues, vendors, agendas, materials, travel, catering, and setup)
  • Track project tasks and help ensure deadlines are met
  • Provide on-site support at events as needed
  • Perform other duties as assigned
Qualifications
  • Strong organizational skills with attention to detail
  • Clear communication skills with a strong focus on homeowner communication, warranty, and customer care responsiveness
  • Ability to handle homeowner concerns professionally and provide timely, solution-oriented support
  • Working knowledge of warranty processes and service request coordination (or ability to learn quickly)
  • Ability to manage multiple priorities in a fast-paced environment
  • Proficiency in Microsoft Office and administrative systems
  • Experience supporting warranty or customer care functions, including managing service requests and homeowner communication, preferred
Physical Demands:
  • Must be able to consistently operate a computer and other office productivity machinery such as telephone, calculator, copy machine, computer printer, etc.
  • Must be able to communicate with others via phone, email, and in person. Must be able to exchange accurate information with others
  • Constantly works in an indoor, temperature-controlled, sealed-window office environment.
  • Work primarily involves sitting / standing
Travel Requirements:
  • Occasional travel to other divisional locations
Why Harris Doyle?
  • Full-time team members have the flexibility to create their own health, dental, and vision benefits package. Harris Doyle provides UNLIMITED PTO, QUARTERLY BONUSES, competitive 401K programs, including investment options and company matching for full and part time employees after one year to help our team members achieve their financial goals. Additional benefits include paid parental leave, Employee Assistance Programs, and more.
  • As part of Harris Doyle's commitment of living a Life Well Crafted, Harris Doyle is now providing paid time for Team Members to volunteer to causes that are meaningful to them through the Harris Doyle Impact program.


Harris Doyle is an equal opportunity employer and does not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status.

Business Unit -
Harris Doyle Homes

About the Company

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Harris Doyle

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