New Construction Coordinator

Aspen Homes, Inc.; Milwaukee (WI); On-site; USD 42,000 - 56,000; Full time

Job summary

Aspen Homes, Inc. in Pewaukee, WI, is seeking a New Construction Coordinator/Office Administrator to own core administrative functions and keep our small but busy office running efficiently.

You will manage building permit applications, coordinate gas/electric service for new builds, maintain records, handle front-desk duties, oversee supplies, process invoices, and support leadership. Social media posts are part of the role (2x weekly).

Qualifications

• Experience as an office administrator with multiple responsibilities.
• Strong written and verbal communication abilities.
• High attention to detail and ability to prioritize.

Responsibilities

• Manage and track building permit applications from start to finish.
• Coordinate gas and electric service for new home builds.
• Maintain accurate records of posted bonds and returns.
• Front-line office support: phones, visitors, mail, and general communication.
• Oversee office supplies procurement and equipment maintenance.
• Enter invoices, manage data, and organize filing systems.
• Assist with color selections and documentation of final choices.
• Draft letters and streamline workflows using AI tools.
• Support leadership and project managers with admin tasks.
• Manage Aspen’s IG and Facebook posts (2x per week).
• Submit rebates with various vendors.

Skills

Multi-tasking

Written communication

Verbal communication

Attention to detail

Teamwork

Tools

Spreadsheets

Online portals

Cloud-based platforms

Job description

New Construction Coordinator– Aspen Homes, Inc.

Location: Pewaukee Job Type: Full-Time

Aspen Homes, Inc. is a well-established custom home builder known for quality craftsmanship, clear communication, and a smooth client experience from start to finish. We’re looking for an experienced, highly organized Office Administrator who can take ownership of core administrative functions and keep our small but busy office running efficiently.

If you’re a seasoned administrative professional who excels in a dynamic environment, enjoys variety, and is comfortable wearing many hats, we’d love to meet you.

Key Responsibilities

• Manage and track building permit applications from start to finish
• Apply for and coordinate gas and electric service for new home builds
• Maintain accurate records of posted bonds and ensure timely follow-up for returns
• Serve as front-line office support: phones, visitors, mail, and general communication
• Oversee office supply procurement and coordinate maintenance of office equipment
• Handle invoice entry, data management, and organized digital/physical filing systems
• Assist with exterior color selections, documenting and organizing final choices
• Draft letters and streamline workflows using AI tools when appropriate
• Support leadership and project managers with administrative tasks as needed
• Manage Aspen’s IG and Facebook social media posts (2 x per week)
• Assist with year-end miscellaneous tasksSubmit rebates with our various vendors.

What We’re Looking For

• Experienced office administrator with a strong track record of managing multiple responsibilitiesConstruction or permitting experience preferred (but not required for the right expert-level admin)
• Advanced computer skills: spreadsheets, online portals, cloud-based platforms
• Strong written and verbal communication abilities
• High attention to detail and the ability to prioritize effectively
• Comfortable working in a small office environment where flexibility and teamwork are essential
• Self-motivated, proactive, and able to anticipate needs before they arise

Why Aspen Homes, Inc.?

• A stable, reputable local builder with a commitment to quality
• A supportive environment where your expertise is valued
• Direct involvement in meaningful projects that shape our clients’ lives
• Opportunity to advance and pivot into additional design/customer service roles