Administrative Assistant (Engineering Department)

Thriving in a fast-paced environment and excelling in attention to detail, the Administrative Assistant is responsible for providing essential support to the Director of Engineering at a luxury residential condo building. This role involves assisting with daily operational needs and managing general administrative functions related to the building’s engineering department.Key Responsibilities:Act as the primary point of contact among the Director of Engineering, team members, vendors, contractors, and other external partners, ensuring effective communication and discretion when handling sensitive building information.Perform a variety of administrative duties including maintaining files, organizing technical documents, and updating contact lists relevant to the engineering team and property operations.Coordinate travel, accommodation, and itineraries for the Director of Engineering, including all correspondence related to travel arrangements, and manage phone inquiries by directing calls and providing information as needed.Plan and organize meetings, including executive or engineering department meetings, maintenance discussions, and property management luncheons, ensuring proper minutes are taken and follow-ups are carried out.Manage and maintain the Director’s calendar, schedule appointments, and ensure timely completion of expense reports and other related administrative tasks.Respond to all relevant feedback or inquiries related to building maintenance and guest satisfaction with professionalism and promptness.Prepare daily engineering and maintenance reports, assist with scheduling building inspections, and help coordinate VIP amenities and requests related to the property's residents or special guests.