Administrative Assistant

Administrative Assistant

We are looking for a skilled Administrative Assistant to join our team in Walnut Creek, California. In this role, you will provide essential support to the Service Order Department of our Homeowners Association, ensuring smooth coordination of service requests and administrative tasks. This position offers a contract-to-permanent opportunity for candidates who thrive in a fast-paced, service-oriented environment. We are particularly looking for candidates that have experience editing and formatting PDFs and working within MS Outlook.

Responsibilities

• Coordinate schedules, appointments, and service requests using Microsoft Outlook to ensure timely and efficient operations.
• Prepare and manage service order forms, resident communications, and vendor agreements with precision and attention to detail.
• Maintain organized filing systems for both digital and physical records to ensure easy access and secure storage.
• Generate and present regular status updates and reports for management using Excel and other documentation tools.
• Facilitate clear and effective communication with residents, vendors, and internal teams regarding service orders and scheduling.
• Assist with invoice processing, vendor file maintenance, and procurement activities related to service orders.
• Uphold confidentiality standards for resident and association information in all administrative tasks.
• Provide general office support, including document preparation, mail handling, meeting coordination, and organization.
• Confirm, reschedule, and remind parties about appointments to ensure seamless service operations.

If you are interested in this Administrative Assistant position, please submit your resume today!

Requirements