Office Administrator

OVERVIEW The Office Administrator plays a critical role in supporting Singer Equipment Company's daily office operations and project execution. This position provides administrative and clerical support to project managers, sales teams and leadership while serving as a key point of contact for customers, vendors, and manufacturers. The role requires strong attention to detail, organization, and follow-through in a fast-paced, project-driven environment. ESSENTIAL FUNCTIONS Office & Administrative Support * Manage day-to-day office operations, including phones, mail, supplies, and general office coordination * Answer and direct incoming phone calls in a professional and customer-focused manner * Perform general typing and administrative duties, including preparation of quotations, purchase orders, and correspondence * Maintain accurate and organized electronic and physical filing systems Order & Vendor Coordination * Review factory order acknowledgments against purchase orders to ensure accuracy of pricing, quantities, specifications, and delivery dates * Verify ship dates, track orders status, and proactively expedite orders when necessary * Communicate with manufacturers and vendors to resolve discrepancies and obtain updated order information Project Support * Assist project teams with submittals, including compiling required documentation and coordinating approvals * Support project closeout activities by assisting with closeout packages, operation & maintenance manuals, and related documentation * Coordinate equipment demonstrations for projects, including scheduling with manufacturers, vendors, and internal teams * Coordinate and follow up on warranty service calls to ensure timely resolution and customer satisfaction * Assist with scheduling meetings, managing calendars, and preparing meeting materials * Draft, edit, and distribute internal and external communications * Support accounting, sales, and operations teams with administrative tasks as needed * Assist with special projects and ad hoc requests to support business operation MINIMUM QUALIFICATIONS * High school diploma or equivalent required; associate's degree preferred * 2+ years of office administrations, clerical, or project support experience * Strong typing and document preparation skills * Proficiency in MS Office (Outlook, Word, Excel) * Excellent organizational, time-management, and multitasking skills * Strong attention to detail, particularly when reviewing orders and documentation * Professional communication skills and phone etiquette * Experience in a project-based or equipment-focused environment * Familiarity with purchase orders, order tracking, and manufacturer coordination * Experience assisting with submittals, closeouts, or warranty coordination * Knowledge of ERP or project management systems

Office Administrator Reports To: Community Manager   About YES: Founded in 2008, YES Communities has established itself as a leader in the manufactured housing space. YES is the largest privately held manufactured housing REIT in the country. Our commitment to improving communities and enhancing the lives of our residents is evident in our long-standing industry presence and the experience of our leadership team. This dedication and expertise have earned YES recognition and respect in the field, underscoring our significant role in shaping the manufactured housing landscape.   Office Administrator Position Overview: In this role, you will be expected to perform a variety of office management and support tasks including answering phones, greeting customers, preparing correspondence, maintaining office files, ordering office supplies, and taking payments from residents. As the “brand ambassador” for YES Communities, your presence, and overall professionalism will be on full display. You will also assist your Community Manager with the timely completion of projects and help maintain a positive community environment.   Office Administrator Essential Functions: 1. Assists residents, visitors, and vendors with inquiries/requests in person and via phone 2. Prepares and distributes resident correspondence 3. Administer office operations including but not limited to maintaining files, office inventory, documentation processing and scheduling. 4. Input and schedule resident maintenance requests including work orders and home inspections 5. Collect payments from residents and assist with electronic payment set-up 6. Assist with the move-in/move-out processes as directed by the manager 7. Assists with planning and coordinating resident relations events 8. Additional duties as assigned by management and are subject to change   Office Administrator Required Skills: * Excellent oral and written communication skills * Must be self-motivated, independent and able to work with minimal supervision * Proficiency in Microsoft Office and industry specific software products   Office Administrator Education and Experience: * A valid in-state driver’s license is required * High School Diploma or equivalent is preferred * Previous administration or customer service experience preferred