Administrative Assistant

Title: Administrative Assistant

Job Classification: Full Time, Non-Exempt
Reports to: Executive Director, Propiedades Adelante

Compensation: $34.66/Hour ($72,100/Year) 
Location: San Francisco, CA.

Candidates must be able to work five days per week in our San Francisco office.

Apply here: https://medasf.bamboohr.com/careers/227

ABOUT PROPRIEDADES ADELANTE

Propiedades Adelante will be a MEDA-affiliated property management entity that will provide quality property management of MEDA’s properties to ensure residents have affordable and secure housing. The entity will start by managing MEDA’s small site preservation properties and grow to eventually manage MEDA’s tax credit production properties in the pipeline and portfolio.  

YOUR CAREER OPPORTUNITY

We are seeking a highly organized and reliable Administrative Assistant to join our property management team. The ideal candidate will be responsible for providing administrative support to the property management team, ensuring smooth and efficient office operations. This role involves assisting with tenant communications, lease documentation, property maintenance coordination, and general office management tasks. A strong attention to detail, excellent communication skills, and the ability to multitask in a fast-paced environment are essential for success in this position.

Key Responsibilities:

• Office Management:
  • Maintain and organize tenant files, documents, and records (both physical and electronic).
  • Order and manage office supplies and inventory.
  • Ensure the office is tidy and presentable.
• Communication:
  • Act as the first point of contact for tenants, addressing inquiries and directing them to the appropriate team member.
  • Answer phone calls, emails, and other communications, directing inquiries as needed.
  • Greet and assist tenants and/or visitors as they arrive.
  • Draft, proofread, and send correspondence (emails, memos, letters, etc.).
• Scheduling & Coordination:
  • Schedule meetings, appointments, and events for property management.
  • Maintain and update calendars for team members.
  • Assist with scheduling tenant move-ins and move-outs, ensuring all necessary documentation and processes are completed efficiently, lending support to the Senior Community Manager and Assistant Community Manager.
• Lease Administration:
  • Draft and review lease agreements, renewals, and addendums or rent increase letters for Senior Community Manager or Assistant Community Manager
  • Assist the Senior Community Manager or Assistant Community Manager with the timely processing of rental applications and lease documentation.
  • Assist in tracking lease expiration dates and preparing renewal notices.
• Property Maintenance Support:
  • Coordinate maintenance requests and repairs with Facilities Manager, working with vendors and contractors to ensure timely completion of tasks.
  • Maintain accurate records of all maintenance requests and work orders.
  • Assist with scheduling property inspections and routine property checks.
• Financial Administration:
  • Assist with rent collection, processing payments, and maintaining records of transactions.
  • Assist with preparing invoices and tracking payments for property management services.
• Problem-Solving & Multitasking:
  • Prioritize tasks and manage time effectively to meet deadlines.
  • Handle special projects and assist with tasks as needed by management.

YOUR KEYS TO SUCCESS

Qualifications:

• Proven experience as an administrative assistant or in a similar role.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Proficiency in Yardi Yoyager 7s.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Ability to prioritize tasks and work under pressure.
• Familiarity with office equipment (printers, copiers, etc.).
• High school diploma required; associate's degree or higher preferred.
• Ability to work independently and as part of a team.

Physical Requirements:

• Ability to sit or stand for extended periods of time.
• Ability to lift and carry office supplies or equipment, as needed (usually up to 15 pounds).
• Ability to travel to portfolio buildings, as needed.

Work Environment:

• Office-based, standard business hours (flexible hours may apply depending on the organization).

YOUR PROPIEDADES ADELANTE EXPERIENCE

Do meaningful work in an innovative workplace while being challenged for your professional growth. We find meaning and fulfillment in our work as we see our community thrive and are driven to achieve better outcomes by challenging ourselves to innovate in our ways of working.

We offer a market-leading benefits program that reflects Propiedades Adelante's values and mission. We invest in people's lives and support our own people's health and financial well-being.

Our core benefits include:

• Comprehensive medical, dental, and vision insurance for employees and their dependents – 100 percent covered by Propiedades Adelante
• 401(k) plan for employees
• Generous paid time off - with a minimum of 20 days for new employees
• Employee Assistance Program that offers free financial or legal counseling to employees or their families
• Other forms of voluntary benefits

Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

Salary : $72,100