Administrative Assistant, Engineering

ALGONQUIN CLUB HEXAGON•Boston, MA

6d•$0 - $33•Hybrid

About The Position

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.

Requirements

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.

Nice To Haves

Prior experience providing administrative or executive support to a senior leader, property-management team, or operations function is preferred.

Responsibilities

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.
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.
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.