REM Administrative Assistant

This position is for a full-time Administrative Assistant I - REM at the EAH Corporate Real Estate Management department in Honolulu, HI.  Under general supervision, the Administrative Assistant provides routine analytical and specialized administrative support to the Regional Manager and Property Supervisors. Serves as the first point of contact for supervisor or department.  Intermediate knowledge of MS Office Suite, including Excel, Word, Outlook, and Power Point. Qualified candidates will have 1-3 years of specialized administrative support experience. Salary commensurate to experience.

COMPANY OVERVIEW

EAH Housing has been developing, managing and promoting affordable housing since 1968. We have become one of the largest and most respected nonprofit housing development and management organizations in the western United States. With a staff of over 450, EAH develops low-income housing, manages 102 properties in California and Hawaii, and plays a leadership role in local, regional and national housing advocacy efforts.

At EAH, we put our core values into action on a daily basis. We recognize that training is a critical investment in the success of our employees and in the continued excellence of EAH. Please visit our website to learn more about our culture and read employee comments to learn more about what it would be like to work at EAH.  

For immediate consideration, please apply to requisition ADMIN01831 our website at www.eahhousing.org/careers

POSITION OVERVIEW

Under general supervision, the Administrative Assistant provides routine analytical and specialized administrative support to the Regional Manager and Property Supervisors.  Typically serves as first point-of-contact for supervisor or department. Investigates assigned problems, determining method of research and analysis techniques and prepares reports/recommendations for action by the Regional Manager.

RESPONSIBILITIES

General Administrative

• Meets daily in person or by phone with supervisor to coordinate calendars, critical issues, and ongoing tasks. Sets up and maintains tickler follow-up system in MS Outlook.
• Responsible for phone reception and general administrative issues for supervisor.  Returns calls and reviews voicemail for supervisor as necessary.  Typically serves as first point-of-contact.
• Schedules appointments, meetings and conference calls, including calendaring, room reservation and preparation, refreshments, and cleanup necessary for meetings for supervisor and/or department.
• Types/transcribes correspondence, minutes, memos, legal and other documents, from handwritten or typed materials, notes, or verbal instructions.  Copies, files and/or distributes appropriate documents and other materials.  Prepares reports, spreadsheets, charts/graphs, and presentations as requested.  Takes responsibility when directed for overall coordination of materials in preparation for such reports or presentations.  In some instances, responsible for database management.
• Sorts & distributes supervisor’s mail to appropriate folders or staff; flags critical items for immediate review.  Handles own In-Basket in timely manner
• Establishes and maintains supervisor’s electronic and paper files.  Takes responsibility for maintenance & protection of important legal documents. 
• As required, attends board or committee meetings, and transcribes and distributes minutes to participants.
• Maintains supervisors office supplies and orders through appropriate staff member as necessary; performs general housekeeping for supervisor’s office including tidiness of office, and plant care.
• Supports all departments with projects as necessary
• Applies knowledge of basic office practices, procedures and equipment (e.g. telephone, postage meter, computer, fax, copier, etc.).
• Runs other errands as requested
• Real Estate Management:
• Logs resident issues, notifies appropriate staff and updates database with results
• Maintains, reproduces and distributes REM Policies and Procedures handbooks and manuals to sites as requested.
• Responsible for tracking maintenance requests for Marin properties.
• Manages and tracks budgets for EAH properties.  Assists with scheduling budget meetings and ensures that participants have relevant documents for meetings.
• Assists with scheduling of Regional and Property Supervisor meetings.
• Assists with Lease ups for new properties, as necessary.
• Acts of floating Property Manager, as necessary.
• Assists with updating interest list for new properties. 
• Assists with updating REM reports and essays for properties owned or managed by EAH.  Assists with maintaining management agreements and certificates for EAH managed properties
• Assists with updating Active Initiative and Scorecard reports.
• Assists with preparation and distribution of Annual Service Awards.
• Reviews invoices for Department and forwards to higher levels for approval.
• Assists with EAH Housing Resource List requests and ensures replies are sent out.
• Assists Property Supervisors with monthly YARDI closing of properties, as necessary.

CRIMINAL BACKGROUND CHECK REQUIREMENTS

EAH Housing conducts criminal background checks on all candidates who have received a conditional job offer. Once you have receive such an offer, you will be required to submit and pass our criminal background requirements. Please be advised that certain roles may also require fingerprinting due to legal requirements.  If onsite housing is a requirement of the position, any household members over 18 years of age who will be living onsite with the candidate must also undergo a criminal background check and tenant screening.  Satisfactory completion of background check and fingerprinting requirements is a requirement of employment with EAH.   

BENEFITS

We offer a comprehensive benefits package that includes medical, dental, vision, disability and life insurance, as well as a 403(b) retirement plan with company match. We also offer a generous vacation accrual, holiday schedule and work schedule flexibility.

EAH Housing is an AA/EEO/Veterans/Disabled Employer.  CA BRE #00853495 | HI RB-16985