Property Management Assistant

Job Summary: The Property Management Assistant is responsible for maintaining the Property Management administrative systems properly while providing support to the Property Management team. This position supports the Director of Property Management in projects as assigned and provides feedback to consistently improve systems. S/he will also work with Fiscal to handle financial related matters and building-related projects with other departments. The ideal candidate has excellent administrative and multi-tasking skills with attention to detail.

Status: Full-time, Non-exempt, Regular Location: Chinatown neighborhood, San Francisco Hours: Monday through Friday, 8:30a.m. to 5:00p.m. Salary: $47,947 - $50,470 annually; Comprehensive benefits 

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

• Maintain Property Management administrative systems
• Support Director of Property Management in assigned projects, and track data and results of various projects
• 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
• Assure information accuracy in centralized files including: residential and commercial property information, tenant information, property management staff directory, staff training records, vendor contracts, utility accounts, etc.
• Alongside another Property Management Assistant, lead annual unit inspections and organize annual department retreat, holiday party, and other related events as assigned
• 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
• Work collaboratively in service of the organization’s mission
• Provide excellent customer service and follow through
• Maintain excel spreadsheets

Job Responsibilities

• Maintain Property Management administrative system
• Support Director of Property Management in assigned projects, and track data and results of various projects
• 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
• Assure information accuracy in centralized files including: residential and commercial property information, tenant information, property management staff directory, staff training records, vendor contracts, utility accounts, etc.
• Draft, review, edit, and proofread written materials such as general correspondence, minutes, staff and/or committee meetings, and department newsletters
• Organize annual department retreat, holiday party, and other related events as assigned
• Coordinate monthly Property Management Safety Meetings with Facilities Manager
• Assist in preparing annual operating budget templates, inputting the prior year of financial statement and utilities data for each building
• Order uniforms for maintenance staff and emergency safety items for each building, and submit request for supplies to the Administrative department
• Maintain and update Property Management’s page on CCDC website

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
• Ability to improvise and act calmly in stressful situations
• Ability to manage changing deadlines and work well under pressure
• Ability to exercise confidentiality
• Excellent organizational, written and verbal communication, and problem solving skills
• Event planning skills, and attention to detail
• Sensitivity to issues facing homeless, elderly or low-income populations

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

Preferred Qualifications

• Bilingual in English and Cantonese

Condition of Employment

As of January 4th, 2022, All Chinatown Community Development Center employees are required to be fully vaccinated against Covid-19. All new hires must show proof of vaccination status at the time of employment offer. Exemptions will be made for applicants with a valid medical reason or a sincerely held religious belief and must be submitted within a timely requested manner. Additional documentation may be required by CCDC if exemption is approved.