Spyglass Talent Solutions, a retained recruitment firm based in Raleigh, NC, has been engaged by a well-established custom home builder to conduct a search for an Administrative Assistant.
Our client is a custom home builder known for hands-on client care from contract through closing and beyond. The team works closely with homeowners throughout the building process, helping bring each client's vision to life while keeping the many moving pieces of a custom home organized and on track. That same level of care continues after closing through the one-year warranty walk-through.
Core Values:
- Organized Under Pressure: Juggles closings, warranty requests, and vendor calls without dropping the ball
- Detail-Oriented: Tracks compliance documents, permits, and closing paperwork with precision
- Service-Minded: Treats every buyer, vendor, and walk-in as a reflection of the company's reputation
- Proactive Follow-Through: Chases down unpaid invoices, pending permits, and scheduling gaps without being asked twice
The Administrative Assistant is the front door of the office, managing reception, keeping the office running smoothly, supporting accounts payable, and coordinating the closing and warranty process that turns a completed home into a great homeowner experience.
Key Responsibilities
Reception
- Answer incoming calls to the main office line, primarily closings, warranty requests, and buyer/vendor inquiries from signs or listings (not a general company switchboard)
- Greet visitors and direct them appropriately
- Serve as gatekeeper for cold calls and walk-in salespeople
- Manage and distribute incoming deliveries (UPS, FedEx, etc.)
Office Management
- Maintain the general appearance and readiness of common/public areas (inspecting the cleaning company's work, not cleaning personally)
- Keep basic office supplies stocked (copier/printer paper, toner, file folders, paper goods, etc.)
- Open and distribute or process incoming mail
Accounts Payable
- Process weekly invoices (mailed or emailed), sorting and routing them to the appropriate reviewer
- Follow up on invoices reported unpaid; determine status (missing, denied, or held) and respond accordingly
- Maintain up-to-date Workers' Compensation and General Liability Insurance certificates for subcontractors and select vendors, ensuring compliance for insurance audits
Closing & Homeowner Walk-Through Coordination
- Manage information flow to buyers and internal staff once a home sale contract is executed, through closing
- Coordinate between buyers and the Warranty Manager to schedule home inspections and walk-throughs
- Send closing information packages to buyers' closing attorneys and order final certificates as needed (termite inspection, energy certification, final survey, etc.)
- Assemble and update the closing book, the standard homeowner resource covering warranty information, use and care guides, and selection/appliance documentation
Home Permitting & Warranty Scheduling
- Complete and submit building permit forms/information to the municipality; monitor and follow up to keep the process moving
- Coordinate the 1-year warranty program between homeowners and the Warranty Manager, reminding homeowners of process/timing, collecting requested item lists, and maintaining the Warranty Manager's schedule
Qualifications
- Prior administrative, office management, or coordinator experience (homebuilding/real estate industry experience a plus, not required)
- Strong organizational skills with the ability to manage multiple concurrent processes (AP, closings, permits, warranty) without losing track of details
- Comfortable serving as a front-line gatekeeper, professional but firm with cold calls/vendors
- Working knowledge of basic office administration (mail, supplies, vendor coordination)
- Detail-oriented, especially around compliance documentation and closing paperwork
