Administrative Assistant

Administrative Assistant

The Administrative Assistant will help manage a variety of administrative, operational, customer service, marketing, and homebuilding support tasks.

Responsibilities include:

• Setting up new utility accounts
• Managing utility bills and payment deadlines
• Paying utility bills in a timely and accurate manner
• Entering utility payment details into Builder Trend software
• Managing utility service cut-offs and new service requests
• Following up with utility providers as needed

This role will assist with invoices and expenses paid by company credit card.

Responsibilities include:

• Entering credit card payment details into Builder Trend with proper receipts, invoices, and supporting backup
• Reconciling company credit card transactions in Builder Trend each month to the credit card statement
• Following up on missing receipts or incomplete backup
• Helping ensure all credit card expenses are properly documented and coded

The Administrative Assistant will help support the permitting process for new homes and related construction activities.

Responsibilities include:

• Tracking permit application status
• Following up with cities, municipalities, and agencies as needed
• Paying permit fees when due
• Entering permit-related data into Builder Trend
• Creating and completing forms and applications required for permit submission
• Placing and tracking engineering orders
• Requesting address assignments as needed
• Maintaining accurate records of permit status, approvals, fees, and related documentation

The Administrative Assistant will help manage and grow the Better Life Homes – Houston social media presence, with a focus on Facebook.

Responsibilities include:

• Managing the Better Life Homes Facebook page
• Creating original posts and content using available photos, company information, home details, and buyer-focused messaging
• Posting consistently to increase visibility, engagement, and leads
• Responding professionally to comments, messages, and inquiries
• Creating content that speaks to the company's target buyer profile
• Helping promote available homes, coming soon homes, company updates, buyer education, and community-related content
• Tracking engagement and suggesting ways to improve results

The Administrative Assistant will help keep the Better Life Homes website current through the company's website portal.

Responsibilities include:

• Updating sales prices, home statuses, photos, new home listings, and related home information as changes occur
• Reviewing the website regularly to help ensure information is accurate and current
• Coordinating with the President when website information needs to be updated or corrected

The Administrative Assistant will help manage customer survey coordination and tracking.

Responsibilities include:

• Providing customer contact information to corporate for each home closing
• Tracking the customer survey schedule and following up with homeowners prior to surveys

As the company grows, this position may also assist with other administrative needs, including document organization, vendor follow-up, data entry, reporting, scheduling support, process improvement, and general office coordination.

Requirements:

The ideal candidate will have:

• Strong organizational skills and attention to detail
• Ability to work independently in a remote environment
• Strong written and verbal communication skills
• Ability to manage multiple tasks, deadlines, and follow-ups
• Strong computer skills and comfort learning new software
• Experience with Microsoft Office, PDFs, digital forms, and basic design/content tools
• Ability to create professional documents, posts, and simple marketing content
• A high level of accuracy when entering payments, invoices, permit information, and customer data
• Professional judgment when communicating with vendors, cities, homeowners, and prospects
• A proactive attitude and willingness to take ownership of assigned responsibilities