Property Operations & Facilities Admin Assistant

Abode • San Jose, CA

1d • Hybrid

About The Position

The Property Operations & Facilities Administrative Assistant provides centralized administrative support to the Property Operations HUB, assisting with operational coordination, document management, vendor tracking, systems administration, and department communications across the property management portfolio. This position supports administrative functions related to property operations, facilities coordination, resident relations operations, and rent revenue processes. The role helps maintain operational continuity, ensures documentation and systems are organized and compliant, and assists leadership in coordinating workflows across multiple departments and properties. The position requires a highly organized individual capable of managing multiple tasks, maintaining confidential information, and supporting a fast-paced property management environment.

Requirements

• High school diploma or GED required.
• Minimum 3–5 years of administrative experience in property management, facilities operations, or similar environment.
• Approximately 10% of the job involves traveling throughout the portfolio to carry out duties and responsibilities associated with specific departmental needs.
• Reliable transportation or access to a vehicle is required to work in an office, attend in-person meetings, and offsite events.
• Ability to speak, read and write fluent English.
• Position requires simple grasping and fine manipulation, sitting at a desk and using a computer for extended periods of time, moderate use of telephone, walking, bending, and reaching.
• Must have excellent customer service skills, be detail oriented, organized, and have strong analytical skills.
• Excellent interpersonal skills and ability and decision-making to manage and direct a large department, particularly in a multicultural environment.
• Attention to detail and document management accuracy.
• Ability to handle confidential information with professionalism.
• Ability to carry out instructions furnished in written, oral or diagram form and apply these instructions through the accomplishment of job duties.
• Excellent written, oral, organizational, time management, project management, training, and presentation skills.
• Ability to handle daily responsibilities, multiple tasks, and projects with minimal supervision in a fast-paced, growth environment.
• Proactive in identifying and proposing solutions to challenges encountered within the work scope.
• Ability to work both independently and collaboratively on projects and job requirements and successfully meet deadlines.
• Skills in leadership, coordinating director level staff, and delegating tasks and authority.
• Must demonstrate intermediate computer skills including Microsoft Office Suite / Office 365, especially Excel, SharePoint, Teams, Outlook, and Notes.
• Outstanding communication skills and high degree of emotional intelligence, cultural humility, with a proven track record to build and maintain effective relationships with a wide variety of internal and external contacts.
• Communicating with others to exchange information; seeing to read a variety of materials.
• Manual dexterity for use of keyboard, tools, controls; repetitive motion that may include the wrists, hands, and/or fingers.
• Remaining in a stationary position, often standing, or sitting for prolonged periods, while at a desk or working on a computer.
• Ability to drive and sit in a car for prolonged periods of time.
• Ability to move between floors, ascending and descending stairs.
• Light work that may include moving or lifting objects up to 25 pounds.
• Ability to squat, bend at the waist, crouch, reach overhead and horizontally, and kneel.

Nice To Haves

• Experience supporting multi-site operations or property management preferred.
• Familiarity with property management software (Yardi or similar) preferred.

Responsibilities

• Conducts all business in accordance with company policies, Fair Housing, Americans with Disabilities Act, Fair Credit Reporting Act, Real Estate licensing requirements, and other relevant local, state, and federal laws.
• Ensures departmental adherence to safety protocols and standards, including compliance with real estate requirements (e.g., fair housing and grievance posters), through audits and regular communication with department leaders.
• In tandem with the Regional Directors, schedule property annual inspections in connection with annual property evaluation checklist and standards.
• Organizes agendas and note-taking for APM collaboration meetings with onsite staff ensuring effective follow-up on key discussions and action items.
• Provide administrative support to the Facilities, Rent & Revenue Manager and Property Operations HUB leadership.
• Maintain department calendars, meeting schedules, and operational timelines.
• Prepare agendas, record meeting minutes, and track follow-up items from project meetings.
• Oversee updates to the property management content on the company website and coordinates changes to marketing materials with the Communications department.
• Maintains the department calendar, records minutes from leadership meetings, and tracks action items for follow-up.
• Monitors the department's email inbox, forwards inquiries to appropriate staff, and serves as the main point of contact for callers requesting detailed property information.
• Oversee, develop, update, and monitor onboarding and deboarding activities, training sessions, and training schedules for new and existing staff across the portfolio to ensure consistency with operational standards and processes.
• Oversee departmental training needs and assignments using the eLearning Management System in collaboration with the Abode training team and/or department leads.
• Ensure proper setup of front desks for desk clerk operations.
• Maintain centralized administrative records related to operations and facilities.
• Work in conjunction with APM Broker to ensure timely renewal of commercial/office/retail leases, real estate licenses, and develop tracking and monitoring systems to ensure compliance with real estate licensing authorities and requirements.
• Maintain organized records and tracking logs for resident and community grievances, complaints, notices of violations, and related responses to ensure proper documentation, follow-up coordination, and compliance with organizational procedures.
• Assist leadership with tracking resolution timelines and ensuring appropriate documentation is maintained for departmental records.
• Assist in maintaining operational databases and integrated systems including property management platforms and department workflow tools. Serves as the department support for the administration YARDI Database modules: Core, Legal, Vendor Pay, Maintenance and Health & Safety Inspection, Marketplace, Check Scan, Energy Suite, Contracts; other pertinent property operations systems database (i.e., Smartsheet, WegoWise, etc.) and OneDrive/SharePoint document and permission management ensuring that all systems are in compliance and regularly updated providing dashboard reporting to upper management on a regular interval through CDR or customized reporting dashboards.
• Support data entry, updates, and reporting within property management software systems.
• Maintain organized electronic files and shared document repositories.
• Assist in preparing reports and dashboards used by department leadership.
• Coordinate document updates including forms, templates, and operational materials, operational policies, and documentation on the shared drive.
• Assist with coordination of facilities and maintenance of administrative tasks across the portfolio.
• Maintain vendor schedules, service logs, and maintenance of contract records.
• Track preventative maintenance schedules and assist with documentation updates.
• Support coordination of building inspections, maintenance visits, and facility service appointments.
• Assist with documentation and tracking of unit turnover activities as needed.
• Maintain centralized vendor and contract records.
• Track contract renewal dates and assist with vendor communication regarding renewals.
• Coordinate vendor schedules and service appointments, when needed as support.
• Processes centralized invoices for the APM administration office, ensuring appropriate allocations and timely payment.
• Serves as a liaison with internal/external stakeholders of new project takeovers and property launches collaborating to ensure a seamless transition/launch (i.e., contract execution, budget completion, CARBON access, scheduling, startup checklist, etc.).
• Maintain vendor contact information and service documentation.
• Facilitate communication between Property Operations, Facilities, and Rent & Revenue teams.
• Coordinate administrative support related to cross-department initiatives.
• Assist with organizing meetings between operational leadership and other departments.
• Serve as a point of contact for administrative inquiries related to property and facilities of operations.
• Participates in industry and software-related meetings, trainings, panels, and conferences as required.
• Assist leadership with operational projects and process improvement initiatives.
• Support implementation of new operational tools, systems, or workflows.
• Participate in administrative coordination for property launches or department initiatives.
• Perform other administrative duties as assigned.

Benefits

• 100% paid health, vision, and dental options
• 19 PTO days & 12 Holidays per year
• Voluntary benefits: FSA, EAP, Commuter Checks, Life Insurance, Legal, and more
• 3% retirement match/contribution
• Professional Development Trainings and Opportunities, Leadership Academy Programs, and All Staff Events

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED