Asset Management Administrative Assistant

Jamboree•Irvine, CA

About The Position

The Asset Management Administrative Coordinator provides administrative and organizational support to the Asset Management Department. The role maintains department records and tracking tools, coordinates meetings and document requests, assists with recurring reports and deadlines, and helps ensure information is complete, accurate, and readily available to the team. It supports the Senior Director of Asset Management and the department, handles confidential property, financial, legal, and organizational information with discretion, and performs other duties as assigned. The position is usually based in a professional office setting, possibly in shared workspace, with a quiet-to-moderate noise level. Travel may involve different environments depending on the site visited. Occasional travel within the organization’s service area may be required, and the role may require travel up to 25 percent of the time. Occasional evening or weekend work may also be required.

Requirements

Extensive knowledge of Microsoft Excel, including formulas, filtering, conditional formatting, data validation, and organizing or reconciling large data sets.
Proficiency in Microsoft Word, Outlook, Teams, PowerPoint, SharePoint, and Adobe Acrobat.
Strong organizational, time-management, follow-through, and attention-to-detail skills.
Ability to manage multiple priorities, meet deadlines, work independently, and communicate professionally with internal and external contacts.
Ability to identify missing information or errors and appropriately escalate questions for review.
Must be able to lift 25 lbs. and travel up to 25 percent of the time.
Ability to talk and hear; often sit and use hands and fingers to handle or feel; and stand, walk, reach, climb, balance, twist, lean, move between locations, stoop, kneel, crouch, or crawl.
Close and far vision, ability to operate a computer keyboard and lift files and reports, and tolerance for exposure to computer glare.
A valid California driver’s license and access to an insured vehicle for occasional travel within the organization’s service area may be required.
Occasional evening or weekend work may be required.

Nice To Haves

Bachelor’s degree or an equivalent combination of education and relevant experience.
Three years of administrative, project-coordination, property-management, accounting-support, affordable-housing, or related experience.
Property management background or experience working with property-management reports.
Working knowledge of basic accounting concepts and experience with financial statements, budgets, accounts receivable, accounts payable, or account reconciliations.
Affordable-housing, LIHTC, compliance, lender-reporting, or property tax exemption experience.

Responsibilities

Provide day-to-day administrative support to the Senior Director of Asset Management and the Asset Management team, including addressing and appropriately routing telephone, mail, email, and other inquiries from internal and external contacts.
Maintain department calendars, meeting schedules, deadline trackers, contact lists, and follow-up logs.
Schedule meetings, prepare agendas and supporting materials, record action items, and track follow-up assignments.
Prepare, format, proofread, and distribute correspondence, reports, presentations, forms, and other department materials.
Create and maintain Excel spreadsheets and Smartsheets for portfolio tracking, annual data collection, recurring reports, deadlines, and special projects.
Compile and organize information from property management reports, financial statements, budgets, compliance reports, and internal records.
Review information for completeness and apparent inconsistencies, and follow up with the appropriate team member, property management agent, or Accounting contact.
Maintain organized electronic property files, department forms, templates, procedures, and SharePoint content.
Assist with collecting documentation and entering information for property tax exemptions, routine compliance reporting, audits, lender requests, and other recurring submissions.
Coordinate document requests and routine follow-up with property management agents, Accounting, lenders, investors, agencies, consultants, and internal departments.
Assist with property inspections, site visits, meetings, special projects, and other administrative assignments as needed.
Coordinate travel arrangements, training courses, department meetings, and events as needed.
Reconcile department expense, mileage, and credit-card reports and obtain required supporting documentation.
Handle confidential property, financial, legal, and organizational information with discretion.
Participate in applicable professional training and company-sponsored team-development events, which may occasionally require travel or an overnight stay.
Perform other duties as assigned.