Administrative Assistant

BURBANK HOUSING DEVELOPMENT CORP•Santa Rosa, CA

8d•$28 - $30•Onsite

About The Position

The Administrative Assistant provides administrative support to Burbank Housing Management Corporation (BHMC). The role requires working effectively with people in a fast-paced, multitasking environment while maintaining professionalism, confidentiality, and open communication with BHMC and Burbank Housing Development Corporation (BHDC) administrative staff and other employees. A basic working knowledge of affordable housing property management is required.

Requirements

At least three years of general office administration experience or two years of relevant college coursework; a combination of work and college experience may satisfy the requirement.
Ability to work cooperatively and effectively with diverse partners, vendors, and employees.
Excellent verbal and written communication skills.
Excellent organizational skills and attention to detail.
Ability to maintain confidential and sensitive information and use discretion and tact.
Self-directed organizational and time-management skills; ability to meet deadlines.
Ability to troubleshoot and solve problems and work independently.
Proficiency with Microsoft Office, Yardi Voyager, and document management software.
Familiarity with, or ability to quickly learn, basic office and clerical procedures and equipment.
Commitment and enthusiasm toward achieving Burbank Housing's mission and vision.
Ability to communicate clearly and effectively with people from diverse backgrounds, present information, respond to questions, and write business correspondence, reports, flyers, and newsletters in English.
Ability to perform basic arithmetic and interpret and create spreadsheets using Excel.
Ability to analyze technical procedures and instructions, collect data, establish facts, and draw valid conclusions.
Valid California driver's license, acceptable driving record, and automobile insurance meeting state requirements.
Ability to organize and prioritize work, take initiative, multitask, and work in a fast-paced environment.
Ability to represent Burbank Housing when working with individuals and groups, including public agency officials, housing development professionals, business and financial community representatives, and community-based groups.

Nice To Haves

Bilingual in English and Spanish.
Basic knowledge or understanding of affordable housing management and development and familiarity with local, state, and federal affordable housing programs, such as HUD and Tax Credits.
Working knowledge of Yardi.

Responsibilities

Provide administrative support, including assistance with vacancies and the maintenance calendar.
Coordinate site inspections with Compliance Department staff and stakeholders.
Work with the Director of Property Management and Assistant Director of Property Management on management-related issues and tasks.
Schedule staff meetings and prepare agendas as needed.
Set up new employees' permissions on Rent Café, Voyager, Right Source, MIQ, and Yardi resident screening; manage Yardi property list assignments to site staff.
Manage approved vendors, including vendor charge account lists, cards, and feedback.
Coordinate out-of-office lists and distribute them to the answering service as needed.
Coordinate after-hours calls and messaging to properties.
Manage Fire Alarm and Backflow Testing certification documentation.
Coordinate ordering and distribution of maintenance and janitorial gear for site staff.
Coordinate cleaning and maintenance scheduling for Burbank-owned solar panels.
Provide site staff with access to and training materials for Boostlingo or other language assistance platforms.
Coordinate document translation needs for in-house legal and site staff.
Code invoices for legal services.
Perform other tasks and special projects as assigned.