Administrative Assistant

6 days ago

Pasadena, United States FPM - Affordable Housing Full time

**Summary**:
The Affordable Housing Administrative Assistant/Leasing Consultant is responsible for providing administrative support to the property management team, assisting with leasing activities, and ensuring compliance with affordable housing program requirements (HUD and LIHTC). This position plays a crucial role in maintaining efficient office operations and delivering exceptional customer service to prospective and current residents.

**Duties and Responsibilities**:
**Leasing and Marketing**:

- Greet and assist prospective residents, providing information about available units, lease terms, and community amenities.
- Conduct property tours and show available units to prospective residents.
- Prepare and execute lease agreements, ensuring all documentation complies with affordable housing regulations.
- Maintain accurate and up-to-date leasing and marketing materials.

**Administrative Support**:

- Maintain organized and efficient filing systems, both electronic and paper-based.
- Assist with scheduling and coordinating meetings, and inspections.
- Prepare reports, memos, and other documents as requested by the property manager.
- Manage office supplies and ensure the office environment is clean and welcoming.

**Resident Relations**:

- Address resident inquiries and concerns in a timely and professional manner.
- Assist with the move-in and move-out process, including conducting inspections and preparing necessary documentation.
- Coordinate with maintenance staff to ensure timely completion of work orders and unit turnovers.
- Foster a positive community atmosphere and promote resident retention through excellent customer service.

**Compliance and Record Keeping**:

- Ensure compliance with all affordable housing program requirements, including income verification and recertification processes.
- Maintain accurate and up-to-date resident files and records.
- Assist with audits and inspections by regulatory agencies and funding sources.
- Stay informed about changes in affordable housing regulations and best practices.

**Qualifications**:
**Education and Experience**:

- High school diploma or equivalent required; Associate’s degree or higher in business administration, real estate, or a related field preferred.
- Previous experience in property management, leasing, or administrative support, preferably in an affordable housing setting.

**Skills and Abilities**:

- Strong organizational and multitasking skills, with the ability to prioritize tasks effectively.
- Excellent written and verbal communication skills.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook) and property management software (e.g., Yardi, RealPage).
- Ability to work independently and as part of a team.
- Customer service-oriented with a friendly and professional demeanor.
- Knowledge of affordable housing regulations and compliance requirements is a plus.

**Other Requirements**:

- Ability to work weekends and evenings as needed.
- Valid driver’s license and reliable transportation.

**Physical Demands and Work Environment**:

- Work is principally sedentary, but may involve some physical exertion, such as kneeling, crouching, or lifting to obtain files, records, and office supplies, and eyestrain from working with computers and other office equipment.
- Must be able to sit or stand for up to eight hours at a time while performing work duties.
- Must be able to bend, stoop, push, and pull in the performance of office related duties.
- Must be able to use fingers bilaterally and unilaterally to operate office equipment.
- Must be able to establish and maintain effective working relationships with co-workers and clients and perform essential job functions in an environment that will sometimes include increased levels of work-related stress.
- Must have vision and hearing corrected to be able to operate office equipment and fulfill essential job functions.
- Must maintain punctuality and attendance as scheduled.
- Work involves the normal risks or discomfort associated with an office environment and is usually in an area that is adequately cooled, heated, lighted, and ventilated.

**Experience**: Required
- 2 year(s): Assistant

**Behaviors**: Preferred
- Team Player: Works well as a member of a group
- Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well
- Dedicated: Devoted to a task or purpose with loyalty or integrity

**Motivations**: Preferred
- Goal Completion: Inspired to perform well by the completion of tasks

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