Executive Assistant-Sales and Contracts

Mandalay Homes has been dedicated to quality construction and environmental responsibility since its inception in 1999. The company is highly regarded for its energy‑efficient home designs and innovative construction practices. Mandalay Homes has earned recognition from the U.S. Department of Energy for its commitment to sustainability and high‑performance building standards. Our team is passionate about delivering homes with exceptional quality and a focus on energy efficiency for a better living experience.

This is a full‑time, on‑site role located in Prescott, AZ, for an Executive Assistant specializing in Sales and Contracts.

• Review, audit, and manage all sales‑related documentation, including:
• Ensure all documents are complete, accurate, properly executed, and filed in internal systems
• Track critical dates and buyer decision deadlines
• Proactively follow up with team to ensure required documentation and selections are submitted on time.
• Maintain CRM accuracy, organization, and follow‑up tracking.
• Support ongoing buyer follow‑up as needed.
• Serve as a point of contact for buyers regarding documentation, timelines, and general questions.
• Prepare and route Docu Sign packages following meetings and selections.
• Coordinate communication between Sales, Design, Purchasing, Construction, Title, and Lenders.
• Prepare supplemental addendums and detailed change order summaries required for Title and Lenders.
• File permits, start releases, Certificates of Occupancy, and closing‑related documentation.
• Upload construction progress photos and track portal activity to ensure proactive buyer updates.
• Track open items and follow up with internal teams to ensure timely resolution.
• Support maintenance of buyer‑facing selection collateral and standardized timelines.
• Provide administrative and coordination support to field and customer‑facing roles to reduce interruptions and overload.