Property Management Administrative Assistant

Essential Functions

• Provide organized and detailed administrative support to the Property Management and Facilities Departments, and occasionally to the Support Services Department.
• Process documents and requests submitted to the PM/Facilities departments by hotel-based staff.
• Answer phones in a warm and helpful manner, and transfer calls on a multiple-line system.
• Greet tenants/clients, staff, and visitors warmly to the office, and set a hospitable tone in the reception area.
• Direct clients/tenants to appropriate staff members and services based on their individual circumstances and needs.
• Act as primary liaison between Property Management/Facilities Departments and other THC departments, as well as external agencies.
• Manage the Property Management Office, including orienting new staff to the office, coordinating interoffice correspondence, implementing office upgrades, monitoring janitorial staff and pest control treatments.
• Ensure ample office supplies by completing frequent inventory checks and ordering office supplies in advance of their depletion.
• Keep the reception area and supply rooms organized.
• Assist with building system permits for hotels, including scheduling inspections, coordinating maintenance team and contractors, and maintaining proper documentation.
• Process some orders and supplies for ongoing maintenance of hotels and office sites.
• Assist with hotel visits and inspections as required.
• Call medical providers to verify Reasonable Accommodation (RA) requests from tenants; communicate with tenants regarding their RA requests.
• Communicate with and coordinate vendors and contractors.
• Assist staff with ad hoc research and projects.
• Create and edit documents, and assist with systematizing procedures.
• Provide support for meetings and trainings (prepare materials, take minutes, etc.).
• Aid in the coordination of THC housing waitlists.
• Photocopy, fax, file, and perform miscellaneous administrative tasks.
• Respond to all phone messages, tenant/client requests, staff requests, and emails as appropriate and in a timely manner. Maintain confidentiality of tenant/client records and concerns.
• Attend all meetings as scheduled and participate in meetings as requested.
• Drive company trucks to perform occasional errands within city.

Essential Qualifications

• High School degree or equivalent required; BA/BS degree preferred.
• Minimum of 2-3 years of experience in office administration.
• Minimum typing speed of 50 w.p.m.
• Comfortable making staff presentations.
• Thorough working knowledge of Microsoft Office Suite.
• Accuracy in completing paperwork and writing business correspondence.
• Demonstrated problem-solving skills.
• Experience working within databases and excellent data entry skills.
• The ability to read, understand, and apply language from manuals, policies, technical procedures, and instructions.
• Customer service and reception skills.
• Read, communicate orally, and write in English.
• Ability to handle multiple tasks simultaneously in a fast-paced environment with excellent attention to detail.
• Demonstrated organizational and filing skills.
• Able to walk a distance of up to 0.5 miles while performing errands.
• Able to clearly explain services, operations, and office rules while listening effectively to clients, staff, and visitor requests.
• Pass all post-contingency offer background checks, reference checks, and TB screening clearances.
• Experience working with diverse, low-income, homeless or formerly homeless population strongly preferred.
• Experience working in non-profit or public sector preferred.

Required Behavioral Skills & Abilities

• Demonstrates professional behavior that is consistent with THC’s Mission, Core Values, and Customer Service Philosophy.
• Adapts well to change, and remains professional, respectful, and composed at all times.
• Honest, dependable, and accountable.
• Establishes and maintains effective and appropriate relationships and boundaries, and communicates with clients, co-workers, supervisors, and external parties in a manner that fosters respect and trust.
• Exercises good judgment in using and/or keeping information regarding clients and co-workers, and adheres to THC’s confidentiality policy.
• Works well independently, collaboratively, and as a team member.
• Follows instructions completely and asks for help and/or guidance from supervisors when needed.
• Has good time management skills and is punctual to work, THC meetings, and events.
• Refrains from actions that may result in conflict or may be determined as aggressive, threatening, or violent.
• Takes pride in work and performs all assigned duties diligently, efficiently, and effectively.