Customer Liaison & Executive Assistant

OVERVIEW

We’re seeking a dynamic Customer Liaison & Executive Assistantfor a hybrid role that combines high-level administrative support with essential customer liaison responsibilities. This position provides critical support to the executive team and ensures effective coordination between Customer Service, Construction, and Sales teams. The ideal candidate will excel in a fast-paced environment with exceptional organizational skills, attention to detail, and the ability to manage multiple responsibilities effectively.

KEY RESPONSIBILITIES

Document Management and Administration

• Document warranty deficiencies on Possession Day and maintain electronic filing.
• Provide weekly updates on Construction Tracker, Customer Insight Tracker, and Google Review Tracker.
• Complete Service Provider Applications for Gas & Electricity.

Customer Inquiries and Communication

• Respond to all customer inquiries within 4 working hours.
• Delegate after-hours Emergency phone responsibilities.
• Schedule Internal (PPI) Post Production Inspection Appointment
• Schedule Internal (PDI) Pre-Delivery Inspection Appointment
• Schedule Internal (QCI) Quality Control Inspection Appointment
• Schedule Internal (POSS) Pre Possession Inspection Appointment
• Book Internal/External Possession Day Appointment
• Coordinate Possession Letters and Confirmation of Possession Date forms with the Legal team.

Perform other related duties as assigned.

Travel and Event Coordination

• Plan and coordinate business travel for Executive, including hotel arrangements and logistics.
• Organize internal and off-site team communications, corporate functions.
• Assist in handling logistics for events, including scheduling, venue arrangements, and catering.

Executive Assistance and Additional Duties

• Manage calendar and travel arrangements for the executive.
• Maintain key contact lists, and handle various administrative tasks.
• Reception duties
• Perform other related duties as assigned.

QUALIFICATIONS

• Proven Experience:Minimum of 3 years in an administrative support role in a fast-paced environment, with a high school diploma. Additionally, at least 2 years in a customer service role, with a degree or diploma in administration, and one year of office experience.
• Industry Knowledge:Experience in the residential construction industry is desirable, with basic knowledge of New Home Warranty policies considered an asset.
• Confidentiality and Professionalism:Ability to handle and maintain confidential information with a high degree of professionalism.

SKILLS

• Customer Relationship Management:Proficiency in building and maintaining strong relationships with clients, addressing their needs, and ensuring a high level of satisfaction through effective communication and problem-solving.
• Conflict Resolution and Negotiation:Strong ability to handle customer inquiries, resolve issues, and negotiate solutions that align with both customer expectations and company policies.
• Administrative and Organizational Skills:Strong ability to maintain key contact lists, manage documentation, handle board administration tasks, and provide general administrative support efficiently.
• Calendar and Schedule Management:Proficiency in handling complex scheduling tasks, including managing internal calendars, coordinating travel arrangements, and balancing personal and professional commitments.
• Communication and Interpersonal Skills:Excellent at organizing team communications, representing company interests, and fostering relationships with internal and external stakeholders.

EDUCATION