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 and confidentiality, particularly when handling sensitive resident issues. The Administrative Assistant maintains open communication with BHMC and Burbank Housing Development Corporation (BHDC) administrative staff and other employees, and needs a basic working knowledge of affordable housing property management. The position supports property management operations, staff, vendors, compliance activities, and site teams. It includes coordinating meetings, inspections, after-hours communications, documentation, supplies, language assistance, and invoice coding. The role also handles assigned tasks and special projects.

Requirements

At least three years of general office administration experience or two years of relevant college coursework; a combination of work experience and college work may satisfy the experience requirements.
Ability to work cooperatively and effectively with diverse partners, vendors, and employees.
Excellent verbal and written communication skills, including the ability to communicate clearly and effectively with people from diverse backgrounds.
Ability to present information and respond to questions from groups or individuals.
Ability to write business correspondence, reports, flyers, and newsletters in English.
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, and ability to organize and prioritize work.
Ability to troubleshoot, problem-solve, analyze technical procedures and instructions, collect data, establish facts, and draw valid conclusions.
Ability to work independently, take initiative, multitask, and work in a fast-paced environment.
Proficiency with Microsoft Office, Yardi Voyager, and document management software.
Working knowledge of MS Office applications, including Outlook, Word, and Excel; ability to interpret and create Excel spreadsheets.
Familiarity with, or ability to quickly learn, basic office and clerical procedures and equipment.
Basic knowledge or understanding of affordable housing management and development, including familiarity with local, state, and federal affordable housing programs such as HUD and Tax Credits.
Valid California driver’s license, acceptable driving record, and automobile insurance meeting California requirements.
Ability to represent Burbank Housing when working with individuals and groups in public and private settings, including public agency officials, housing development professionals, business and financial community representatives, and community-based groups.
Ability to perform the listed physical demands, with reasonable accommodation potentially available for individuals with disabilities.

Nice To Haves

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

Responsibilities

Provide administrative support, including maintaining items such as vacancies and the maintenance calendar.
Coordinate site inspections with Compliance Department staff and relevant 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 platforms, and manage Yardi property-list assignments to site staff.
Manage approved vendors, including vendor charge account lists, cards, and feedback.
Coordinate the out-of-office list and provide it 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 schedules 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 staff and site staff.
Code invoices for legal services.
Perform other assigned tasks and special projects.