Property Management Administrator

Job Summary: The Property Management Administrator is responsible for overseeing, maintaining and developing the Property Management department administrative systems while providing support to the Property Management team. This position supports the Director of Property Management and Associate Director of Property Management in other projects as assigned and provides feedback to consistently improve systems. The ideal candidate has excellent administrative and multi-tasking skills with attention to detail. This position may supervise others in the administrative functions of the Property management department.

Status: Full-time, Non-exempt, Regular

Location: Chinatown neighborhood, San Francisco

Hours: Monday through Friday, 8:30a.m. to 5:00p.m.

Salary: $30.67 - $32.28 per hour; Comprehensive benefits

Schedule: Weekly Schedule. Onsite

The Organization: A private non-profit founded in 1977, Chinatown Community Development Center believes in a comprehensive vision of community. We own and/or manage approximately 37 affordable housing buildings serving over 4,500 low-income seniors, single adults, formerly homeless adults, and families of diverse ethnic and cultural backgrounds in San Francisco’s Chinatown, Tenderloin, Western Addition, and Polk Gulch neighborhoods. We also build housing, develop grassroots leadership, and engage low-income residents and youth. Our employees are passionate about the mission; thrive in a family organizational culture; and embody values of empowerment, teamwork, and compassion. Chinatown CDC serves a diverse population and is committed to hiring practices that provide culturally competent services. We encourage people of color to apply.

Essential Functions

• Oversee, develop, and improve the Property Management department administrative systems
• Support Director of Property Management in assigned projects, and track data and results of various projects
• Support compliance in coordinating efforts on the welfare exemption project for property portfolio.
• Develop tracking tools/systems to enhance and organize property management systems.
  
  

Job Responsibilities

• Oversee, develop, and improve the Property Management department administrative with enhance and organized systems
• Support the Director and Associate Director of Property Management in projects as assigned.
• Perform administrative tasks such as word-processing, photocopying, faxing, scanning, processing monthly department credit card statements, responding to phone calls/email inquiries about housing opportunities and referring building related matters to supervisor.
• Respond to phone and email inquiries about housing opportunities and building related matters and relying to the appropriate person and department.
• Ensure information accuracy is in centralized files for projects, residential and commercial property/tenant information, property management staff directory, staff training record, vendor contracts, utility accounts, etc.
• Draft, review, edit, proofread written materials such as forms, general correspondence and minutes for division, staff, committee or other meetings
• Lead welfare exemption project for property portfolio
• Lead the process of organizing annual department retreat, holiday party, and other department related events as assigned
• Monitor budget allocations for those assigned events
• Coordinate monthly Property Management Safety Meetings with Facilities Manager
• Assist with monthly process of the PM department credit card statements
• Take and distribute meeting notes.
• Ensure prompt follow up on requests from community and staff stakeholders.
• Distribute supplies, as may be needed, from time to time.
• Manage calendar of DPM and ADPM
• Maintain excel spreadsheets for the PM department
• Assist in preparing annual operating budget templates, inputting the prior 12 months of financial statement and utilities data to each building.
  
  

Other

• Embody organization values (respect & compassion, empowerment, teamwork)
• Contribute to a safe and pleasant work environment
• Follow policies and procedures, including safe work practices
• Other duties as assigned
  
  

Knowledge, Skills, And Experience

• Capacity to work independently and effectively, prioritizing multiple tasks
• Develop materials for analytics or data related dashboards, using common Microsoft Office tools or YARDI
• Ability to improvise and think on your feet
• Ability to manage changing deadlines and work well under pressure
• Strong problem-solving skills
• Careful attention to detail
• Ability to exercise confidentiality
• Excellent written and verbal communication skills
• Ability to handle all forms of telephone calls calmly and professionally
• Excellent organizational skills
• Graphics skills for making flyers
  
  

Education And Experience (Minimum Qualifications)

• Associate of Arts (AA) degree in Business Administration or related field
• Three (3) years administrative and/or property management experience
• Knowledge and experience in organizational effectiveness and operations management
• Extensive experience with Microsoft
• Bilingual in English and Cantonese
  
  

Preferred Qualifications

• Property management experience
• Bi-lingual in English and Cantonese/Mandarin a plus