Executive Assistant, special projects and selections coordinator

About OklaHome Builders

OklaHome Builders is a 100% custom homebuilder specializing in unique, high-quality homes tailored to each client's vision. As a small, hands-on team, we pride ourselves on exceptional craftsmanship, strong relationships, and personalized service.

We value hard work, accountability, practical problem-solving, and people who are willing to step in wherever needed.

Position Overview

We are seeking a highly organized, resourceful, and dependable Executive Assistant to the Owner who enjoys variety, problem-solving, and getting things done.

This is not a traditional administrative position. We need someone who can take tasks off the owner's plate, research complicated issues, coordinate with outside companies, and follow through until problems are resolved.

This role also supports our Selections Manager, who guides homebuilding clients through choosing the finishes, fixtures, and materials for their custom homes. You'll help organize selections, coordinate purchasing, place orders, and track materials to ensure everything arrives correctly and on schedule.

The ideal candidate is a self-starter who can juggle multiple priorities, work independently, and bring solutions rather than more problems.

Key Responsibilities

Executive & Operations Support

• Assist the owner with daily priorities, special projects, scheduling, correspondence, and business errands.
• Research and resolve outstanding issues involving insurance companies, utility providers, city departments, permits, vendors, and property matters.
• Organize and close out older project files, unresolved claims, account discrepancies, and unfinished business.
• Coordinate with outside agencies, subcontractors, and service providers to obtain information and resolve problems.
• Maintain organized records, tracking systems, and follow-up lists to ensure tasks are completed.

Selections & Purchasing Coordination

• Assist the Selections Manager with organizing and tracking client selections for custom homes.
• Research and source fixtures, finishes, appliances, materials, and specialty products.
• Obtain quotes, compare pricing, and coordinate with suppliers.
• Place purchase orders, verify product details, and track lead times and deliveries.
• Maintain accurate selection records, order confirmations, invoices, and delivery schedules.
• Follow up on backorders, damaged items, returns, and product discrepancies.
• Communicate with the Selections Manager and construction team to ensure materials are ordered correctly and arrive when needed.

Accounting & Administrative Support

• Organize invoices, receipts, bills, vendor records, and financial documentation.
• Assist with accounts payable paperwork, payment follow-up, and general accounting administration.
• Maintain spreadsheets, digital files, company accounts, and office records.
• Assist with miscellaneous office needs, errands, and special projects as they arise.

What It Takes to Succeed

• Resourceful Problem-Solver: You enjoy figuring things out, making phone calls, researching unfamiliar issues, and finding solutions.
• Organized & Detail-Oriented: You can manage multiple projects, track orders and deadlines, and keep important details from falling through the cracks.
• Self-Starter: You take initiative, work independently, and don't need constant supervision.
• Strong Follow-Through: You take ownership of assignments and stay with them until they're completed.
• Professional Communicator: You're confident working with clients, vendors, insurance companies, and government agencies.
• Calm & Adaptable: You handle changing priorities and stressful situations professionally, without unnecessary drama.
• Team Player: You're willing to pitch in wherever needed and understand that no task is too big or too small.

Qualifications

• Strong organizational, communication, and computer skills, including Microsoft Outlook, Word, and Excel.
• Experience in executive assistance, office administration, purchasing, or project coordination preferred.
• Experience in construction, interior design, insurance, accounting administration, or real estate is a plus.
• Ability to work independently, prioritize tasks, and manage confidential information.
• Valid driver's license and reliable transportation for occasional errands.

Our Work Environment

OklaHome Builders is a small, fast-paced company where no two days look exactly alike. We value dependable people who take ownership, communicate directly, and enjoy helping the entire team succeed.

This is an excellent opportunity for someone who enjoys both the creative side of homebuilding and the satisfaction of solving problems and keeping a business organized.

Work Location: In person, Edmond, Oklahoma

Pay: $18.00 - $22.00 per hour

Benefits:

• Flexible schedule

Work Location: In person