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.