04/05/2026
Part-Time Administrative Project Assistant – Capital Reserve Planning
Position Type:
Part-Time (20 hours per week)
Reports To:
Association Reserves - Washington & the Pacific NW Operations Manager – Susan Oord
Position Summary:
The Administrative Project Assistant supports capital reserve planning and asset management activities for real estate developments. This role combines administrative coordination with analytical support, assisting in the preparation, tracking, and documentation of capital plans, reserve studies, and long-term asset strategies. The position requires strong organizational skills, financial/data literacy, and the ability to manage detailed project information across multiple properties.
Key Responsibilities:
Administrative Support
- Maintain organized digital filing systems for capital plans, reports, and contracts
- Maintain project management software supporting the production team
- Support ad hoc requests related to asset management and development projects
Project Coordination
- Coordinate with property managers and homeowners
- Track project milestones, bids, and contract documentation
- Monitor documentation related to ongoing capital projects
Data Management & Analysis
- Update Excel-based models and databases used for reserve planning
- Compile data for financial reporting, variance analysis, and budget reviews
- Ensure accuracy and consistency of inputs across multiple properties
Capital Planning Support
- Assist in preparing and updating capital reserve plans and schedules for real estate assets
- Track capital expenditures against approved budgets and timelines
- Maintain reserve study data, assumptions, and lifecycle schedules
- Support multi-year capital forecasting and scenario updates
Qualifications:
Required:
- Bachelor’s degree in Finance, Real Estate, Business Administration, Construction Management, or related field
- 1–3 years of experience in administrative support, real estate, asset management, or project coordination
- Strong proficiency in Microsoft Excel
- High attention to detail with strong organizational and documentation skills
- Ability to manage multiple assets/projects simultaneously
Preferred:
- Exposure to capital reserve planning, asset management, or property operations
- Experience with real estate financials, budgets, or capital expenditure tracking
- Familiarity with tools such as Yardi, MRI, Smartsheet
- Basic understanding of building systems and lifecycle concepts
Key Competencies:
- Analytical thinking with strong attention to detail
- Data accuracy and financial discipline
- Organizational and document control rigor
- Clear and professional communication
- Ability to work independently in a part-time capacity
Work Schedule:
[20–25 hours per week; flexible scheduling aligned with reporting cycles – typically aligned with the beginning of the week Monday (US), Tuesday (US) 8 hour shifts, Wednesday (US) 4 hour]
Compensation:
To be discussed with applicant.
Additional Information:
- Exposure to real estate investment and asset management decision-making
- Opportunity to work across multiple properties and capital planning cycles
- Ideal for candidates seeking experience in real estate finance or development
Send your CV to: [email protected]
