MHP Administration Assistant

MHP Administrative Assistant

Reports To: Regional Manager

Location: Corporate Office – Blue Ash, Ohio

Schedule: Monday–Friday, 8:00 AM – 5:00 PM

Travel: Occasional local travel required

The Assistant Sales Manager provides administrative and operational support to the Regional Manager and the home sales division. This role is responsible for coordinating documentation, title processing, home inventory management, and communication with internal departments, vendors, lenders, and county offices. The position plays a key role in ensuring all sales transactions, registrations, and title work are processed accurately and efficiently while maintaining compliance with county and state requirements.

Sales Administration & Documentation

• Maintain accurate sales records and tracking spreadsheets related to home inventory and sales activity.
• Send welcome letters to new home buyers and coordinate next steps including lease execution, move‑in documentation, proof of utilities, insurance verification, and key delivery with the Property Manager.
• Ensure all required forms and documentation related to home sales transactions are completed and filed appropriately.
• Maintain and update home information within company software including home invoice details, year, make, model, room sizes, unit type, and amenities.

Title Processing & Government Coordination

• Complete all required forms related to title work.
• Coordinate with accounting teams to obtain tax checks and process required payments.
• Deliver tax payments to the County Treasurer’s office for stamping and confirmation.
• Coordinate with title offices to have titles issued for homes.
• Send titles to lenders or banks via Fed Ex as required.
• Obtain title copies from lenders and secure 30‑day payoff information when necessary.
• Coordinate with the accounting department to issue payoff checks and confirm tax payment verification with county offices.

Home Inventory & Registration

• Coordinate adding and removing homes with Greenfelder / TLG.
• Receive new homes and complete registration requirements.
• Submit necessary forms to the appropriate counties for home registration.
• Enter new home invoices and details into company systems.
• Email all new home invoices to key stakeholders to ensure proper insurance coverage and internal documentation.
• Complete tear‑down forms for removed homes.

Vendor & Internal Coordination

• Work with Maintenance Supervisor to determine required parts and coordinate ordering for homes.
• Coordinate with the accounting department to issue payment checks and send payments to vendors such as Cavco via Fed Ex.
• Support county auditor requests by updating lists of homes missing forms and submitting required documentation.

Marketing & Sales Support

• Coordinate with the marketing team to add or update photos of homes for sale online and within internal software systems.
• Send home invoices and NADA values to mortgage companies for homes under contract.
• Maintain current information regarding homes available for sale and under contract.

• Strong organizational and administrative skills with high attention to detail.
• Ability to manage multiple processes and deadlines simultaneously.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office and database/software systems.
• Ability to coordinate with multiple departments and external agencies.
• Valid driver’s license and reliable transportation for occasional local travel.

• Communication – Ability to inform orally and in writing with clarity and good effect. Giving full attention to what other people are saying and asking questions as appropriate. It means to understand clearly and quickly when instructions or orders are received. It means judgment about what information is important and what is not, and what should be communicated, how, to whom and when.
• Critical Thinking – Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Customer Service – Refers to the ability to satisfy the expectations and requirements of customers. Displays courtesy and sensitivity and responds promptly to service…