Administrative Assistant

Job Description

Job Description

We are looking for an experienced and dependable Administrative Assistant to support daily office activities in California. This Long-term Contract opportunity is well suited for someone who enjoys helping people, keeps information organized, and can manage multiple administrative tasks in a detail-oriented environment. The position plays an important role in creating a welcoming experience for residents, visitors, and service providers while ensuring office records and documentation remain accurate and up to date.

Responsibilities:
• Welcome residents, visitors, board members, and vendors with courteous service and respond to questions in a timely, attentive manner.
• Provide day-to-day administrative support that keeps office operations running smoothly and efficiently.
• Receive, process, and monitor applications, permits, and related paperwork while maintaining accurate documentation.
• Manage parking citation records, update tracking logs, and ensure files are maintained with careful attention to detail.
• Review submitted forms for completeness, identify missing information, and follow up as needed to resolve discrepancies.
• Organize and maintain both digital and physical filing systems so records are easy to access and properly stored.
• Draft letters, reports, and other office documents using Microsoft Word and Excel.
• Enter data, update internal records, answer inbound calls, and assist with additional projects based on office needs.• Prior experience in an administrative assistant, receptionist, or general office support role is required.
• Strong customer service skills with the ability to communicate clearly and effectively in a resident-facing setting.
• High level of accuracy and attention to detail when handling forms, records, and documentation.
• Proficiency in Microsoft Word and Microsoft Excel for document preparation, data entry, and record maintenance.
• Ability to manage multiple priorities, stay organized, and work independently with minimal supervision.
• Experience supporting processes involving applications, permits, citations, or similar compliance-related documents is preferred.
• Detail-oriented demeanor with sound judgment, tact, and patience when handling sensitive or high-contact situations.