Job Summary:
Homefull is seeking a skilled and reliable Housing Administrative Assistant to support the Homefull housing programs in managing daily administrative tasks and ensuring efficient operations. You must be a self-starter; highly energetic; capable of multi-tasking and meeting deadlines and be willing to become and remain an integral team member with flexible availability. Must have a willingness to understand the dynamics of low income housing and homeless rental assistance programs.
Key Responsibilities:
- Maintain and keep organized the property and lease files and related databases and/or systems, including highly sensitive and/or critical administrative and financial data.
- Track deadlines, budgets, accounting, and ongoing maintenance and repairs work for Homefull housing programs.
- Coordinate and effectively communicate and work with team members, third-party property managers, partners, tenants, vendors, and service providers to ensure operations run smoothly.
- Provide comprehensive administrative support including managing calendars, scheduling meetings, and prioritizing property management tasks.
- Prepare notices, reports, memos, correspondence, proposals, agreements and other professional documents.
- Interact with a variety of personalities including residents and vendors on a daily basis through emails and phone calls.
- Assists residents with account balance inquiries/work order request, etc.
- Perform administrative tasks filing, ordering supplies etc.
- Schedule and organize building services and activities.
- Assist in overseeing property maintenance, and tenant improvements, and coordinating with contractors and vendors. Such as fire alarm testing, cleaning services, etc.
- Evaluate, recommend and implement process changes or upgrades in administrative procedures within the housing team.
- Assist and coordinate the completion of re-certifications or lease renewals by deadlines.
- Manage communication with residents regarding late fees and lease terms.
- Respond to resident inquiries, complaints, and requests promptly and effectively.
- Support property maintenance standards and ensure timely resolution of service requests.
- Assist in conducting regular property inspections to maintain safety and appearance standards.
Other Duties:
- Represent Homefull in a professional manner at work, at all events, and on all social media outlets.
- Develop and deliver clear, concise, accurate and professional verbal, written, and electronic communications.
- Performs other duties and special projects as assigned.
- Maintain confidentiality and handle sensitive information with tact and diplomacy.
- Respond to emails, calls, mail, in a timely manner.
Minimum Requirements:
- 2+ years of Administrative Assistance experience in a housing related environment.
- Strong writing skills to compose and prepare reports, emails, and documents.
- Exceptional oral and written communication skills.
- Self-directed, proactive and able to anticipate needs with the ability to take initiative.
- Ability to perform responsibilities within determined time frames with a high degree of accuracy.
- Proven experience as an executive assistant for a property management company, nonprofit or similar role preferably for at least 2 years.
- A fast learner with the ability to work independently with minimal supervision, while also collaborating effectively in a team environment.
- Proficiency in email communication video conferencing tools and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Preference given for experience in Yardi property management software.
- Strong organizational skills with the ability to prioritize tasks and meet deadlines efficiently while paying attention to detail.
- Excellent people skills, professional demeanor, and strong verbal and written communication abilities.
- Resourcefulness, problem-solving skills, and the ability to anticipate needs and proactively address issues.
Abilities required
Superb oral and written communications skills, and computer skills including Word, Excel, and PowerPoint. Reliable transportation and willing to work a flexible schedule, including non-traditional hours as needed.
Disclaimer
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.