Office Administrator

M / I Homes has been building new homes of outstanding quality and superior design for more than 40 years. Founded in 1976 by Irving and Melvin Schottenstein, and guided by Irving’s drive to always “treat the customer right,” we’ve fulfilled the dreams of over 140,000 homeowners and grown to become one of the nation’s leading homebuilders. M / I Homes started as a family business and grew into a national leader in a single generation with divisions in 16 markets, including Austin, Charlotte, Chicago, Cincinnati, Columbus, Dallas, Detroit, Houston, Indianapolis, Minneapolis, Nashville, Orlando, Raleigh, San Antonio, Sarasota, and Tampa.

Job Summary : Provides administrative support for senior level executives, including, but not limited to, word processing, scheduling, and special projects to assist in daily operational functions and ensure accurate and efficient workflow.

Duties and Responsibilities

• Processes a variety of documents including letters, spreadsheets, memorandums, forms, reports, etc. which may require research, analysis, and comparison of data to obtain information. Material may often be of a sensitive or confidential nature.
• Develops and maintains filing systems for department and supervisor to ensure availability of documentation; copies letters, memorandums, forms, and other documentation and files as required.
• Screens incoming calls for assigned area, department or individual to obtain relevant information; routes calls as necessary or provides information in appropriate circumstances.
• Acts as a liaison between department staff and others such as internal departments, external contacts and management staff. May be required to arrange meetings, assist in the resolution of problems, coordinate schedules, and maintain working internal relationships.
• If applicable, reviews incoming mail and routes or responds to immediate items as authorized by supervisor.
• Performs additional assignments and projects as requested by assigned area, department or individual.
• Process all overhead, production and customer care invoices for payment.
• Ensure invoices obtain signatures per company authorization matrix before applying payments.
• Code vendor invoices per coding matrix book.
• Run overage report, enter changes into JDE per estimator’s request and balance out vendor for payment.
• Filing and maintaining of paid invoices, checks, files, and vendor correspondence.
• Check requests per company policy.
• Complete and send all vendor update forms to the corporate accounts’ payable office.
• Process credit applications for new accounts.
• Assist subcontractors and vendors with billing and payment information.
• Conduct all correspondence with vendors and subcontractors concerning invoicing and payments.
• Review subcontractor statements for past due invoices, issues, etc.
• Maintain the authorized to charge list and periodically sending updated lists to all vendors who require.

Requirements

Minimum Education Experience :

High school graduate with basic academic and practical skills gained through school curriculum combined with at least five years of related work experience and / or training which exhibits increasing responsibilities (post-secondary education may be substituted for some work experience); thorough knowledge of administrative skills and office functions.

Skills and Abilities :

Ability to interpret, analyze and evaluate given information relative to business and administrative procedures; administrative skills to assist in the processing of departmental work flow. Good written and verbal communication skills for interaction with a variety of people inside and outside of the organization. Good organizational skills and detail-oriented aptitude to coordinate several activities simultaneously. Good working knowledge of Microsoft products and the ability to learn new systems and software packages.

Work Conditions and Physical Requirements :

Office environment.

Benefits

M / I Homes offers a comprehensive benefits package, including medical, dental, vision, paid time off and paid holidays, paid parental leave, traditional and Roth 401(k) options, profit sharing plan, employee stock purchase plan, employee home purchase plan and more.

We are proud to be an EEO / AA employer M / F / D / V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.