Infrastructure Associate

Job Summary
The Infrastructure Associate provides administrative and operational support to the Infrastructure Department. This position helps ensure that work orders, infrastructure projects, vendor proposals, inventory, documentation, and resident billing are accurately processed and tracked. The Associate works closely with the Director and Infrastructure team and serves as an important point of coordination between the department, vendors, residents, and other internal teams.

Essential Duties and Responsibilities (including but not limited to the following):

Work Order Administration:

• Receive, process, and track infrastructure work orders from initiation through completion
• Maintain accurate and up-to-date records and status information
• Follow up with appropriate team members regarding outstanding or completed work orders
• Assist with identifying recurring or outstanding work order issues
• Enter resident-related charges into the work order system (Enumerate) based on completed work orders and established procedures
• Verify that the appropriate work order, resident information, description of work and applicable charge are accurately recorded
• Ensure charges are entered in a timely manner
• Review entries for accuracy and make corrections as directed

Project Management Support

• Provide administrative support for Infrastructure projects
• Create and maintain project list, timelines, status reports, and tracking documents
• Track project progress, deadlines, outstanding items, and follow-up requirements
• Maintain organized project documentation and ensure information is readily accessible to the infrastructure team
• Assist with preparing project updates and summaries for the Director

Quotes, Proposals & Vendor Documentation

• Receive and organize vendor quotes and proposals
• Track project progress, deadlines, outstanding items, and follow-up requirements
• Summarize quotes for comparison and tracking purposes
• Maintain records of approved, pending and declined proposals
• Scan and electronically file proposals, contacts, and related documentation in the appropriate folders
• Maintain organized vendor records and documentation

Inventory Management

• Maintain inventory of specialized equipment, materials and supplies in the infrastructure closet
• Monitor inventory levels and communicate when materials need to be ordered
• Track incoming and outgoing materials as appropriate
• Assist with maintaining an organized storage and inventory system

Infrastructure Team Support

• Work closely with the Infrastructure Director and team members on daily administrative and operational needs
• Communicate updates and follow up on outstanding requests
• Prepare reports, spreadsheets, correspondence, and other documents requested by the Director

Required Skills, Abilities and Competencies:

• Excellent communication and interpersonal skills, including the ability to speak with all levels of employees, guests, vendors, and team members
• Strong organizational and follow-up skills
• Excellent attention to detail and accuracy
• Maintain professional and positive relationships with residents
• Maintain positive relationships with outside vendors and suppliers
• Demonstrated working knowledge of project management
• Exemplify the personal qualities of integrity, credibility, and dedication
• Great time management, organization, and prioritization abilities
• Keen attention to detail and efficient problem-solving skills
• Familiarity with Association systems and platforms, Enumerate (preferably), and related operational tools
• Ability to function effectively in a fast-paced, complex environment and manage multiple priorities

Work Schedule & Physical / Work Environment Requirements

The physical demands and work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of this job

• Work a minimum of 40 hours per week onsite Monday to Friday, 7:30 AM to 4 PM
• Prolonged periods of sitting at a desk and working on a computer using a keyboard, calculator, or telephone
• Mental and visual concentration for computer usage and reading/assimilating information
• Must be able to lift up to 25 pounds
• Maintain professional and positive relationships with residents
• Maintain positive working relationships, communication, and collaboration with management and employees

Education and Experience Requirements:

• High School diploma or equivalent required; Associate's Degree or additional administrative experience preferred
• 2-4 years of administrative, operations, facilities, property management, or related experience preferred
• Proficiency with Microsoft Office, particularly in Excel, Word, and Outlook
• Ability to maintain spreadsheets, databases, tracking logs and electronic files

Pay: $26.00 - $28.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $26 - $28