Asset Management Administrative Assistant
About The Position
The Asset Management Administrative Coordinator provides administrative and organizational support to the Asset Management Department. The position 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. The role provides day-to-day support to the Senior Director of Asset Management and the department, handles inquiries, maintains calendars and tracking systems, prepares and distributes documents, and creates and maintains spreadsheets and Smartsheets. It compiles and organizes property, financial, budget, compliance, and internal information; reviews submissions for completeness and apparent inconsistencies; and follows up with appropriate contacts. The position also maintains electronic files and SharePoint content, assists with recurring documentation and reporting, coordinates document requests and routine follow-up with internal and external partners, supports inspections and special projects, coordinates travel and events, and reconciles department expense, mileage, and credit-card reports. It requires discretion when handling confidential information and participation in applicable professional training and team-development events, which may occasionally involve travel or an overnight stay. Other duties may be assigned.
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.
- A valid California driver’s license and access to an insured vehicle may be required for occasional travel within the organization’s service area.
- Occasional evening or weekend work may be required.
- Must be able to lift 25 lbs. and travel up to 25 percent of the time.
- Physical ability to talk and hear; often sit and use hands and fingers to handle or feel; stand, walk, reach, climb, balance, twist, lean, move between locations, and stoop, kneel, crouch, or crawl; operate a computer keyboard; lift files and reports; and use close and far vision. Exposure to computer glare is noted.
- Bachelor’s degree or an equivalent combination of education and relevant experience preferred.
- Three years of administrative, project-coordination, property-management, accounting-support, affordable-housing, or related experience preferred.
Nice To Haves
- 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 Asset Management team, including addressing and routing telephone, mail, email, and other inquiries.
- 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 appropriate team members, property management agents, or Accounting contacts.
- 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.
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What This Job Offers
Job Type
Full-time
