Administrative Assistant

Description We are looking for an Administrative Assistant to support daily office operations for a utilities and infrastructure organization in Cedar Park, Texas. This Long-term Contract position is ideal for someone who enjoys balancing customer-facing service with detailed administrative coordination across billing, facility access, reservations, and public meeting support. The role requires strong organization, accuracy, and the ability to manage multiple requests while keeping records, communications, and routine processes running smoothly.

Responsibilities:

• Manage in-person and drop-box utility payments, reconcile batches, and prepare check deposits for banking through approved scanning procedures.
• Create, assign, and research service requests to support field operations, public inquiries, and reporting needs for leadership and board materials.
• Coordinate customer payment plan documentation by routing approved arrangements from the billing team and maintaining accurate related records.
• Distribute new service application information to prospective residents and collect required supporting documents such as identification and lease or ownership verification.
• Oversee pavilion and facility reservation support by setting up user access, scheduling eligible bookings, answering availability questions, and processing applicable refunds.
• Administer tennis and pickleball membership activities, including sharing applications, recording payments, tracking active membership periods, and arranging delivery of access credentials.
• Program and manage building access cards for staff, board members, vendors, and event users, including scheduling short-term access and handling card return logistics.
• Prepare materials for public meetings by assembling board packets, producing operational and pond-related reports, arranging agenda posting support, and updating website content such as minutes, notices, and community information.
• Support office and district operations through supply ordering, board meeting refreshments, recycling calendar maintenance, printer upkeep coordination, and other administrative tasks assigned by management. Requirements
• Experience in administrative support, front desk coordination, or office operations within a detail-focused environment.
• Ability to handle inbound inquiries, assist visitors, and provide clear information with a customer-service mindset.
• Strong data entry and recordkeeping skills with close attention to detail and accuracy.
• Proficiency with Microsoft Word and Excel for preparing reports, organizing information, and compiling meeting documentation.
• Comfortable managing multiple deadlines, routine transactions, and changing priorities throughout the workday.
• Ability to handle confidential information and follow established procedures for payments, documentation, and account support.
• Strong written and verbal communication skills for interacting with residents, staff, vendors, and leadership.

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