New Construction Coordinator/administrator

3 months ago


Nepean, Canada VISTA SERVICES Full time

INCUMBENT MUST LIVE IN OTTAWA. This is a HYBRID position, you are required to be in the office 2-3 days per week.

**About Vista Services**:
Vista Services is more than just a financial partner - we are helping communities, the people that live within them and the local contractors that service the area. Our dealers are experts in the water heater, HVAC, and residential infrastructure sector. Having both ownership from local management and an infrastructure fund managed by an award-winning investment manager, we are a well-capitalized company looking to grow organically, geographically and by acquisition. To support this growth and allow us to further develop we are looking to fill the following role:
**The Opportunity**:
**Sales Administration Responsibilities**
- Liaison between builder/developer, solicitors, Vendors, and Homeowners to assist with rental agreements closings for Residential New Construction.
- Timely contract auditing, data entry and status updates.
- Daily management of unresolved Residential New Construction contract files.
- Request and prepare document packages for contract funding
- Tracking and updating of closing lists and follow ups as necessary.
- Organization and upkeep of site details and documentation
- Help grow Vista’s customer base by maximizing all vendor contact opportunities, developing relationships by providing outstanding customer service and support including solicitor relationships.
- Maintain dealer retention/inactive dealer reports and track new dealer activity and provide reports to the individual sales reps.
- Identify areas of opportunity to improve processes and efficiencies.
- RNC forecast on a monthly basis
- Work closely with other Vista departments to ensure smooth workflow
- Continuous professional connections with our customer network for brand recognition.

**Vendor Services Responsibilities**:

- Timely completion of contract processing and status updates to meet guaranteed deadlines
- Audit contract documents and input data with attention to detail and accuracy
- Recognize and address policy requirements and contract deficiencies
- Daily management of contract statuses and follow ups on unresolved contracts
- Communicate with our Vendors and Sales Team on contract requirements and ensure appropriate quality vendor training
- Help grow our customer base and develop/maintain strong relationships by maximizing all vendor contract opportunities
- Problem solve: You can think on your feet and outside of the box, develop own ‘detective skills’ and build confidence to use and execute knowledge gained
- Help our sales team identify areas of concern and/or growth with their vendor base
- Provide the best customer service & support in the industry to our vendor partners
- Ability to learn new computer software programs
- Help develop Vista’s operational excellence by upholding company policies and procedures as well and demonstrating a level of professionalism and communication consistent with the expectation of the position
- Help increase vendor retention by utilizing time and resources efficiently
- Identify areas of opportunity to improve processes and efficiencies
- Varied clerical & administrative tasks
- Keep up to date with ongoing procedure changes
- Contribute positively to the team environment and company strategies

**Qualifications**:

- 2-4 years’ service experience
- College Diploma
- Exceptional interpersonal skills.
- Ability to build rapport and communicate appropriately with clients and peers.
- Strong communication skills: written and verbal.
- Efficient time management and organizational skills.
- Detail oriented with effective follow-up skills.
- Ability to define problems, collect data to correct deficiencies and make a decision to resolve.
- Demonstrated ability to take initiative and work independently, as well as part of a team.
- Excellent prioritization skills with the ability to adjust and adapt in a quick changing environment.
- Highly motivated self-starter.
- Ability to manage pressure in an environment of high-volume processing with tight deadlines.

**Salary**: $43,000.00-$45,000.00 per year

**Benefits**:

- Casual dress
- Company events
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- RRSP match
- Vision care
- Work from home

Schedule:

- Monday to Friday

Supplemental pay types:

- Bonus pay

Work Location: Hybrid remote in Nepean, ON K2E 8A3



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