Job Description

A family owned business in Langhorne is looking to add an administrative assistant to their team due to their long-time administrator retiring. This position will have the ability to cross train with the outgoing admin for 2-3 months and get up to speed before taking over all responsibilities. A successful candidate will have great communication, disposition, and ability to provide customer support.

Luckily we have placed two people at this organization in 2025 so we can shed light on the culture and experiences over other individuals during on boarding.

Customer Service & Warranty

• Manage customer service files after home closings.
• Email homeowner guides and welcome information.
• Receive service requests and issue work orders to appropriate contractors.
• Follow up with vendors to ensure timely completion of service tasks.
• Close out service orders and requests in the system.
• Send reminders for 60-day and 1-year warranty milestones.
• Schedule warranty inspections with homeowners and field representatives.
• Track all service and warranty work through spreadsheets.

Office & Administrative Support

• Retrieve and process mail daily.
• Apply postage and maintain postage supplies.
• Track and update printer page counts as required.
• Support accounting with check runs.
• Order office supplies using established accounts (office supply vendors and online platforms).

Vendor & Insurance Coordination

• Track expiring insurance certificates weekly using internal reports.
• Contact vendors to obtain updated certificates.
• Update expiration dates in the internal system.
• Maintain certificates in physical and digital files.

Contract Support

• Assemble and send contracts via electronic signature platform.
• Collect required vendor documentation (including insurance).

What You Bring

• 5+ years experience in a similar position.
• Strong organizational and multitasking skills.
• Excellent follow-up and communication with homeowners, vendors, and internal team members.
• Able to manage multiple deadlines and maintain accurate records.
• Comfortable learning proprietary software and working in spreadsheets.
• Customer-focused mindset with attention to detail.

View the full list of our open positions here: Main Line Search Job Openings

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