Administrative Assistant - Projects

Put Your Administrative Skills to Work Supporting Community Projects Sun City Lincoln Hills Community Association is seeking an organized, dependable administrative professional to join our team as a Project Support Coordinator. If you have experience as an administrative assistant, office coordinator, or department assistant, your skills in scheduling, organizing records, preparing documents, and following up on details can translate well to this role.

Working closely with the Project Manager, you will provide administrative and coordination support for capital improvement, facility, and operational projects throughout the community. You’ll help keep information organized, schedules current, and communications moving so projects stay on track. What You’ll Do Administrative and Scheduling Support Provide day-to-day administrative support to the Project Manager.

Schedule meetings, site visits, and appointments with staff, vendors, and contractors. Maintain calendars, project schedules, task lists, and deadlines. Prepare meeting agendas, take notes, and follow up on action items. Assist with correspondence, presentations, project updates, and Board or committee materials. Document and Records Management Maintain organized electronic and physical project files.

Collect, file, and track contracts, proposals, permits, plans, correspondence, warranties, and other project records. Follow up on missing documents and keep records accurate and current. Update spreadsheets, logs, templates, and project tracking tools. Organize final records and documentation when projects are completed.

Vendor and Purchasing Support Help prepare and distribute requests for vendor bids, proposals, and qualifications. Collect and organize proposals and prepare comparison materials for review. Track vendor paperwork, including contracts, insurance certificates, licenses, and permits. Coordinate routine communications with vendors, contractors, and consultants.

Assist with purchasing paperwork and follow up on outstanding items. Invoice and Budget Tracking Enter and track project expenses, purchase orders, invoices, and contract changes. Maintain accurate spreadsheets and supporting financial records. Identify missing information or discrepancies for the Project Manager’s review.

Help prepare routine budget and project status reports. Communication and Project Support Help prepare notices to residents and staff about project schedules, closures, and milestones. Respond to routine questions and direct technical matters to the Project Manager. Attend project meetings and visit community facilities or project sites as needed.

Document progress through notes, photographs, and status updates. Support multiple projects by keeping details organized and following through on next steps. What We’re Looking For Two years of experience in administrative support, office coordination, department support, project coordination, or a related role preferred.

Strong scheduling, filing, document preparation, and follow-up skills. Experience balancing multiple assignments and deadlines. Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint. Attention to detail and accuracy when working with records, invoices, and spreadsheets. Professional, courteous communication with staff, residents, vendors, and contractors.

Ability to work independently, ask questions, and keep others informed. Willingness to learn project terminology, processes, and tracking tools. Valid driver’s license required. Ability to speak, read, write, and understand English. An associate degree in Business Administration, Project Management, Construction Management, or a related field is preferred.

An equivalent combination of education and relevant experience may be considered. Helpful Experience Experience with invoices, purchase orders, vendor paperwork, contracts, or financial tracking is helpful. Familiarity with project management or document management software, community associations, facilities, or construction is also a plus.

Administrative assistants are encouraged to apply—even if your previous job title did not include “project coordination.” You’ll Be a Great Fit If You… Enjoy creating order and keeping information easy to find. Take pride in accurate work and dependable follow-through. Notice when something is missing and take initiative to follow up.

Can adjust to changing priorities while keeping track of deadlines. Enjoy supporting a team and providing helpful, professional service. Want to apply your administrative experience to projects that make a visible difference in the community. Work Environment and Physical Requirements Primarily office-based, with regular visits to community facilities and active project sites.

Ability to sit, stand, walk, and move throughout the community as needed. Occasional lifting of up to 25 pounds. Ability to work outdoors and navigate active project or construction areas. Occasional extended hours or weekends may be required based on project schedules. Bring your organizational skills, attention to detail, and commitment to service to Sun City Lincoln Hills.

We’d love to hear from you! ________________________________________ Why Join Sun City Lincoln Hills? Join a team dedicated to enhancing one of Northern California's premier active adult communities. You'll play an important role in supporting projects that improve facilities, operations, and the overall resident experience while working alongside a collaborative and dedicated team.

Apply today and help us bring community projects to life. ***Due to the sensitive information required in this role, this position is not open to residents of Sun City Lincoln Hills Community Association. ________________________________________ Benefits Overview We offer a comprehensive benefits package including multiple medical plan options through Kaiser (HMO 0 40, HMO 1000 30) and Aetna (HMO AVN 0 100 30, NTL MCP 2000 80), with coverage available for employees, employee + children, employee + spouse, or families.

Employer contributions range from 75–96% depending on the plan. Dental coverage is provided through Met. Life (High PPO and Low PPO) with employer contributions between 58–80%, and vision benefits are offered through Aetna (Vision Core and Vision Plus) with a 100% employer contribution. Employees also receive access to the Nex.

Gen Employee Assistance Program (EAP) through Paychex, offering counseling, mental health support, financial advising, and more. Our 401(k)-retirement plan allows contributions after 30 days, with an employer match of up to 4% beginning after one year. Additional benefits include a Flexible Spending Account, Long-Term Disability, Life Insurance equal to one year’s salary (with voluntary supplemental options), and optional coverage for short-term disability, accident, hospitalization, illness, and legal assistance.

Benefits

begin on the 1st of the month following 30 days of employment. Paid time off includes vacation accruing at .0385 hours per hour worked (approximately 10 days per year, usable after 90 days), 9 paid holidays plus one floating holiday, and 40 hours of sick leave per year. ________________________________________ Equal Employment Opportunity and Accommodation Sun City Lincoln Hills Community Association is an Equal Opportunity Employer and prohibits discrimination based on race, color, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth, and related medical conditions), gender identity or expression, sexual orientation, marital status, military or veteran status, physical or mental disability, protected medical conditions (including those defined under state or local law), reproductive health decision making, genetic information, or any other characteristic protected by federal, state, or local laws.

We are committed to providing reasonable accommodations in accordance with the Americans with Disabilities Act (ADA) and applicable California laws. Applicants and employees may request accommodation related to disabilities; sincerely held religious beliefs; needs arising from domestic violence, sexual offenses, or stalking; pregnancy, childbirth, or related medical conditions; or any other protected reason, unless doing so would create an undue hardship.

Employment may be contingent upon successful completion of a background check, reference checks, acceptable driving record and verification of work authorization.