Project Administrative Assistant

Job Description

Job Description

We are looking for a Project Administrative Assistant to support a contract assignment based in California. This role combines administrative coordination with field and office support for a community-focused outreach initiative serving individuals experiencing homelessness. The ideal candidate is organized, detail-oriented, and comfortable managing documentation, communication, and service coordination in a fast-paced environment. This position requires strong attention to detail, sound judgment, and the ability to work effectively with clients, partners, and internal teams. Responsibilities: • Coordinate administrative and operational support for outreach activities serving individuals living in vehicle encampments throughout the county. • Maintain accurate records, enter case-related data, and organize documentation in alignment with program standards and reporting requirements. • Assist with scheduling, inbound communication, and general office support to help ensure smooth daily program operations. • Support client service coordination by helping connect participants with housing resources, healthcare, behavioral health services, benefits, and other community programs. • Prepare, update, and track individualized service plans and related files to help monitor client progress and follow-up needs. • Provide practical assistance with applications, identification documents, and other paperwork required to access services and public benefits. • Work closely with community agencies, service providers, and multidisciplinary partners to promote timely and coordinated support. • Help arrange transportation, appointment logistics, and other administrative details that improve client access to essential services. • Participate in team meetings, case reviews, training sessions, and audit preparation activities as needed. • Handle sensitive information with discretion while following confidentiality guidelines, compliance expectations, and quality standards.• Experience in administrative support, office coordination, receptionist duties, or a related function. • Strong data entry skills with the ability to maintain organized and accurate records. • Clear verbal and written communication skills, including strong phone and email etiquette. • Ability to manage multiple priorities, stay organized, and meet deadlines in a dynamic work setting. • Comfortable working independently while also collaborating effectively with cross-functional and community-based teams. • Understanding of trauma-informed, respectful, and service-oriented approaches when working with vulnerable populations. • Ability to travel locally and support field-based activities as needed. • Flexibility to work occasional evenings or adjusted hours based on program demands.