Property Management Admin

2 months ago

Oakland, United States SPANISH SPEAKING UNITY COUNCIL Full time
Job DescriptionJob Description

Title: Property Management Admin

Reports To: Property Manager

Department: Property Management

Location: Oakland, CA

Schedule: Monday through Friday

Travel: Local travel may be required

Salary: $20.00-$23.00

Employee Status: Regular, Full-time, Non-Exempt

Union: N/A

Supervises: N/A

Benefits

Two weeks of paid vacation a year, sick time, 14 holidays, up to five floating holidays based on employee status, medical and dental benefits on the first of the month following 30 days of employment, life insurance policy at no cost to employee (with the option of increasing policy amount), flexible spending account for medical and dependent care costs, commuter benefits, 403(b) with employer match, and other benefits. We foster a joyful workplace and offer opportunities for professional development and growth.

Agency Summary

The Unity Council is a non-profit Social Equity Development Corporation with a 60-year history in the Fruitvale neighborhood of Oakland. Our mission is to promote social equity and improve quality of life by building vibrant communities where everyone can work, learn, and thrive.

Our programs aim to provide the community with the tools, knowledge, and resources to transform their lives and ultimately achieve their long-term educational, career, and financial goals. These holistic programs and services reach more than 8,000 individuals and families annually in five languages. Programs include: early childhood education, youth mentorship and leadership development, employment services, career readiness training, housing and financial stability, senior citizen services, affordable housing and neighborhood development, and arts and cultural events. Our work expands beyond the Fruitvale district and now reaches across Oakland and into Concord. The Unity Council employs a diverse workforce of more than 340 people who reflect the linguistic, cultural, and ethnic identity of the communities we serve.

Position Summary

This position involves floating and working on different properties and projects as required. The role primarily focuses on compliance-related tasks and property management responsibilities.

We are seeking a detail-oriented and organized individual to join our team as a Property Management Administrator. In this role, you will play a crucial administrative part, ensuring the efficient operations of various properties and projects. Your primary responsibilities will include filing, tracking, creating forms, and providing essential administrative support to property management teams.

Responsibilities

Property Management Tasks:

  • Assist in generating maintenance work orders based on tenant and site information.
  • Help manage keys for technicians/vendors and coordinate marketing for available units.

Tenant Procedures and Support:

  • Support tenant move-in/move-out processes and assist with lease-related notifications.
  • Aid in clerical tasks, including annual recertifications, and greet tenants.
  • Support the upkeep of resident files to prepare for inspections and ensure documentation accuracy.
  • Collaborate with property management teams to identify and rectify any inconsistencies or inaccuracies in resident files.

Compliance Administrative Support:

  • Maintain organized compliance related documents and tenant files, ensuring quick access and accurate record-keeping.
  • Assist properties in preparing for MOR Management Reviews & TCAC Audit and coordinate completion of any findings.

General Assistance:

  • Provide essential administrative support, including answering phone calls, filing, creating documents, and coordinating bulk mailings.
  • Collaborate closely with property managers and the compliance manager, offering support for various tasks as required.

Special Project Involvement and Travel:

  • Participate in assigned special projects, such as lease-up, income certification, and coverage for leave periods at various properties.
  • Travel to different properties as needed to provide essential administrative support and contribute to the success of special projects.
  • Other duties as assigned.

Qualifications

  • Property management experience is required
  • High School diploma or GED
  • Candidate must also be proficient in the Microsoft Office Suite with an emphasis on Word, Excel and Outlook.
  • Strong organizational skills and meticulous attention to detail.
  • Proficiency in administrative tasks, including file management, document creation, and communication.
  • Excellent written and verbal communication skills.
  • Ability to work collaboratively in a team-oriented environment.
  • Comfortable adapting to different projects and locations.
  • A strong background in customer service, some basic knowledge of building structures and experience in coordinating and scheduling are essential.
  • Excellent communication skills are a necessity.

Essential Functions

  • Must be PC literate; MS Office skills (Word and/or Excel).
  • Regularly required to operate standard office equipment (personal computer, photocopy machine, adding machine, fax machine, etc.)
  • Ability to work on a computer 8 hours a day as needed.
  • Regularly required to sit and stand for long periods of time and ability to walk up and down stairs.
  • Close vision required for computer usage.
  • Occasionally required to stoop, kneel, climb, and lift up to 5 pounds

Pre-Employment Requirements

  • Background Check

This description is not intended to be construed as an exhaustive list of duties, responsibilities or requirements for the position. This position may change or assume additional duties at any time.

Please submit your resume and cover letter.

The Unity Council is an Equal Opportunity Employer.

Women, minorities, and people with disabilities are encouraged to apply.

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