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Our client has an immediate need for a detail-oriented and organized Administrative Assistant to provide support to their HOA’s Engineering Department. This role combines administrative support, basic project coordination, maintenance platform management, and homeowner communication. The ideal candidate will be professional, composed, and highly organized, especially when interacting with residents regarding engineering and maintenance matters.

Duties and Responsibilities:

Administrative & Department Support

• Provide comprehensive administrative support to the Engineering Department

• Maintain organized electronic and physical files related to engineering projects and HOA records

• Assist with special projects and other administrative tasks as assigned

• Prepare contracts and draft board proposals

Project & Maintenance Coordination

• Assist with coordinating engineering and capital improvement projects, tracking timelines, approvals, and documentation

• Enter and manage work orders within the maintenance platform

• Create and manage parts inventory within the maintenance system

• Enter and maintain all equipment assets in the maintenance platform

• Assign and schedule preventive maintenance procedures for all assets

• Monitor and manage preventive maintenance schedules

Financial & Documentation Support

• Code invoices to appropriate General Ledger (GL) accounts

• Prepare, update, and manage Excel spreadsheets, reports, and logs

• Maintain accurate records through data entry and document management systems

Homeowner & Vendor Communication

• Respond to resident voicemails and emails in a timely, professional manner

• Follow up with residents regarding work orders and project updates

• Serve as a point of contact for homeowners regarding engineering-related inquiries

• Coordinate communication between homeowners, engineers, board members, and vendors

• Answer incoming calls and route issues appropriately

Required Qualifications

• Strong proficiency in Microsoft Excel and general office software

• Excellent data entry skills with high accuracy and attention to detail

• Ability to manage multiple priorities in a deadline-driven environment

• Professional and composed phone demeanor, especially when handling demanding or upset homeowners

• Strong written and verbal communication skills

• Dependable, organized, and detail-oriented

• Prior experience working with an HOA, property management company, or municipal environment

• Experience supporting engineering, construction, maintenance, or capital improvement projects

Full-Time (Temporary)

Pay = $22-24/hr (DOE)