Customer Liaison & Executive Assistant

Essential Functions

C ustomer Liaison & Communication:

• Respond to all customer inquiries, ensuring timely and professional communication.
• Relay documented deficiencies from possession forms back to the warranty team, accountable trade partners, and homeowners.
• Provide weekly updates on Construction Tracker, Customer Insight Tracker, and Google Review Tracker.
• Coordinate and book internal and external Possession Day appointments with customers and relevant stakeholders.

Scheduling & Coordination

• Schedule and organize internal Post Production Inspection (PPI), Quality Control Inspection (QCI), Pre Possession Orientation (PPO), and Possession(POSS) appointments.
• Book and coordinate internal and external Possession Day appointments with homeowners.
• Manage the coordination of Possession Letters and Confirmation of Possession Date forms with the Legal team.

Administrative Support & Documentation

• Maintain electronic filing systems and document warranty deficiencies on Possession Day.
• Complete Service Provider Applications for Gas & Electricity as required.
• Maintain key contact lists, and perform general administrative tasks as needed, supporting the executive team.

Executive Assistance & Reception Duties

• Manage the executive’s calendar and travel arrangements, ensuring efficient use of time and resources.
• Perform reception duties, including answering phones, greeting visitors, and handling general inquiries.

Essential Skills And Compentencies

Customer Service & Communication

• Strong communication skills to address customer inquiries.
• Ability to effectively relay customer concerns and coordinate with teams to resolve issues.

Scheduling & Coordination

• Proficiency in scheduling and coordinating appointments across multiple teams.
• Strong organizational skills to manage multiple calendars, meetings, and travel arrangements.

Administrative Support & Documentation

• Experience in handling administrative tasks such as managing contact lists, documentation, and correspondence.
• Strong attention to detail in maintaining accurate records and documentation.

Problem Solving & Time Management

• Ability to prioritize and manage time effectively in a fast-paced, multi-tasking environment.
• Skilled in identifying issues and proactively finding solutions.

Accountabilities

• Customer Communication & Support: Respond promptly to customer inquiries, ensuring clear communication and timely resolution of concerns or requests.
• Scheduling & Coordination: Oversee the scheduling and coordination of various inspections and appointments, ensuring all parties are informed and deadlines are met.
• Documentation & Reporting: Maintain accurate records of customer interactions, deficiencies, and appointments, providing weekly updates and ensuring documentation is organized and up to date.
• Administrative Support: Provide comprehensive administrative support to the executive team, including managing calendars, travel arrangements, and internal communications.

Education Requirements

• Post-Secondary Education (Preferred in one of the following fields):
• Customer Service
• Communications
• Business Administration