Administrative Assistant, Engineering

Job Description

Job Description

The 'Quin House is a multi-award-winning modern private social club in Back Bay that brings together a diverse mix of interesting and interested members of all ages, industries, and backgrounds to forge meaningful connections, expand lives and create a community of impact.

A vibrant, reimagined hospitality venture intended to enrich the lives of those who join, the club is based on the core principles of providing a place in the city that embraces diversity & inclusivity, stimulating experiences in programming, amazing food and beverage, beautiful design, top-notch hospitality and philanthropy

WHO ARE WE LOOKING FOR?

The ideal candidate is a proactive, highly organized self-starter with an entrepreneurial spirit, a strong service orientation, and the judgment to support both property operations and senior leadership. This person is passionate about maintaining well-run properties, keeping projects and administrative priorities on track, and delivering thoughtful hospitality. The role requires excellent follow-through, discretion, strong technology skills, and the flexibility to work across multiple local properties as business needs require.

Primary Responsibilities

The Administrative Assistant will support all assigned properties and the Director of Engineering. The role serves as a point of communication among tenants, vendors, contractors, and internal teams; maintains accurate records and schedules; tracks deliverables; and helps ensure timely follow-up. Duties require flexibility in both schedule and location, and reporting to multiple local properties may be required within a single day.

ESSENTIAL JOB ELEMENTS 

The responsibilities of this position may vary significantly from day to day and week to week.

Primary Responsibilities

Executive and Administrative Support:

• Provide high-level administrative support to the Director of Engineering and other designated property leaders, anticipating needs and helping organize competing priorities.
• Manage calendars, appointments, meetings, property visits, inspections, and recurring deadlines; identify scheduling conflicts and coordinate changes promptly.
• Coordinate meetings by preparing agendas and materials, reserving space, documenting key decisions and action items, and following up with responsible parties.
• Draft, proofread, format, and distribute professional correspondence, notices, reports, presentations, spreadsheets, and other business documents.
• Monitor and prioritize incoming requests, calls, and correspondence; route matters appropriately and ensure timely, professional follow-through.
• Maintain organized electronic and physical files, contact lists, contracts, property records, and other confidential or sensitive information in accordance with Company practices.
• Prepare and reconcile expense reports, invoices, purchase documentation, and supporting records; obtain required approvals before commitments or payment.
• Support special projects, meetings, property events, and cross-functional initiatives, including research, data gathering, supply coordination, and preparation of briefing materials.

Vendor Administration:

• Maintain current Certificates of Insurance and related compliance documentation for tenants, vendors, and contractors.
• Maintain and update preferred-vendor lists, contact information, service history, and supporting records for each trade.

Property Reporting and Accounting:

• Prepare and maintain recurring property, tenant, vendor, project, and financial status reports for review.
• Manage recurring manual billings, including water, sewer, electric, and other property-related charges.
• Coordinate accounts-receivable follow-up, including preparing past-due statements and professional correspondence with delinquent tenants.
• Ensure expenses, purchases, and payment requests receive required approval from the Director of Engineering before processing.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; sit; use hands and reach with hands and arms and frequently ascend and descend multiple flights of stairs. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl and taste or smell. The employee may frequently lift and/or move up to 40 pounds.

WHO WE ARE LOOKING FOR

• Prior experience providing administrative or executive support to a senior leader, property-management team, or operations function is preferred.
• Exceptional organization, time-management, and follow-through skills, with the ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills, including business correspondence, proofreading, and professional interaction with varied stakeholders.
• Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
• Sound judgment, discretion, and the ability to handle confidential or sensitive information appropriately.
• A proactive, resourceful approach to problem-solving, with the ability to anticipate needs and work with limited direction.
• Strong attention to detail and commitment to maintaining complete, accurate, and well-organized records.
• Ability to work independently and collaboratively while demonstrating ownership, accountability, and a team-oriented mindset.
• A polished, service-focused, and positive approach consistent with a hospitality environment.
• Flexibility to work according to business needs and travel among local properties during the workday.