Property Operations Administrative Analyst

Job Title: Property Operations Administrative Analyst

Department: Property Management

Reports To: Vice President of Property Operations

FLSA Status: Non-Exempt

Salary: $26.00 - $28.00 per hour ($54,080 - $58,240 Annually) DOE

Generous Benefits Package includes:

• Medical, Dental, Vision, Life Insurance & Employee Assistant Program ~ fully covered for Employee
• Optional Life, Long Term Disability, Critical Illness, Identity Theft Protection and Accident Insurance
• Generous paid time off, including16 paid holidays which includes the week between Christmas and New Years
• Thank You Fridays: work to 2:00pm; paid through 5:00pm each Friday.
• 401K Retirement Plan ~ Employer match up to 6% ~ after 6 months service.

SUMMARY

Mutual Housing Management provides professional property management services to Mutual Housing California’s affordable multifamily properties. The mission of Mutual Housing Management is to be an exceptional steward of Mutual Housing’s portfolio of multifamily housing properties to support long-term sustainability

Supporting the Vice President of Property Operations (VPPO) and Property Operations Team to ensure smooth daily operations while managing effective communication of Mutual Housing Management by providing high level administrative assistance, office resource support and analysis through maintaining data, generating reports and presentations, researching/compiling information and coordinating activities between departments.

ESSENTIAL DUTIES AND RESPONSIBILITIES

ADMINISTRATIVE PROCESSES

• Co-facilitate the onboarding of new staff; where applicable, create and schedule onboarding plans for new hires.
• Coordinate logistical arrangements related to staff travel, staff meetings and events, and personnel training.
• Coordinate logistical arrangements of resident’s as related to habitability issues, insurance claims, maintenance/unit work order repairs.
• Maintain limited employee data, tracking and compiling progress reports and professional designations/certifications.
• Coordinate, gather, and audit insurance documentation required for vendors and submit to accounting. Prepare and facilitate service agreements, maintain compliance with company standards/policy.
• Maintain/store/organize/manage workflow of all fully executed new vendor service agreements
• Weekly data entry of accounts payable invoices and credit card charges; monitor corporate credit card and charges for cost control measures.
• Coordinate department meetings, manage meeting agendas and execute meeting minutes with follow up actions for the property operations team.
• Works cross departmentally to assist in preparation of all staff meeting.
• Creation and revision of department master forms, presentations, other documents as requested by the VPPO.
• Maintain time management of VPPO’s calendar through planning and scheduling meetings/travel.
• Represent Mutual Housing Management to visitors, residents, clients, and employees in a courteous and professional manner.
• Provide direct verbal and written communication and support to all existing and potential residents of Mutual Housing. Screens and responds to calls for the VPPO, as appropriate.
• Organize and maintain database management of departmental files, forms, and records.
• Provide clerical support including drafting, editing, and typing memos, routine correspondence, reports, and related materials.
• Coordinate and assist with onboarding activities as determined, to ensure compliance with established dates and deadlines
• In the absence of staff, could be called to step into other roles/functions.

PROJECT MANAGEMENT AND ANALYSIS OF DEPARTMENT INITIATIVES

• Extract and compile data to assemble, analyze and report up to department. Data/analysis of the portfolio weekly reporting analysis, weekly safety trainings, monthly maintenance analysis, etc. and identify patterns and discrepancies for follow up
• Coordinate and compile monthly department status report to VPPO, including but not limited to: safety trainings, onboardings, feedback, outstanding projects, staff vacancies, staff absences
• Monthly audit, compilation, and summarization of portfolio reports to assess departmental health in identifying patterns, discrepancies, concerns. Prepare report for immediate communication to VPPO. Monitor and escalate any unresolved portfolio deficiencies for next steps.
• Management of special projects, as assigned by VPPO
• Manage department projects/task tracker; summarize and communicate progress/status of assigned tasks; follow-up with key staff to ensure deadlines are achieved for portfolio success and escalate concerns with urgency; where applicable, assign new tasks and/or re-establish deadlines in collaboration with ADPO and VPPO.
• Work cross departmentally in collaboration to ensure departmental objectives are met and achieve buy-in, under the direction and guidance of ADPO and VPPO.

SUPPORT AND ENHANCEMENT OF RECURRING PROCESSES

• Design department checklists for existing and newly established processes/projects to maintain control of files, increase efficiency and follow-up support.
• Identify ways to support in the creation and automation of identifying inefficiencies and streamlining processes to further enhance our ability to expedite department assignments, while reducing manual processes.
• Work cross-departmentally to facilitate automation of annual rent increase notices, save all notices to server and monitor for completion.
• Work in collaboration with the Property Operations Training Manager to assist with organizing and tracking department documents; assist with document edits, as requested
• Perform other duties as assigned by supervisor.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Excellent interpersonal communication skills.
• Highly proficient written and verbal communication skills.
• Strong organizational skills and detail oriented.
• Proactive approach to problem solving with demonstrated good judgment and strong decision-making skills.
• Advanced user of the Microsoft Office Suite (particularly Word, Excel, PowerPoint) and Adobe Acrobat Pro. Ability to quickly learn and effectively utilize internal and/or industry software platforms in supporting departmental efficiency.
• Problem-solving/analysis and critical thinking; ability to prepare, summarize and complete accurate reports.
• Protects the organization by keeping information confidential and understanding the importance of exercising discretion and diplomacy.
• Ability to understand and follow written and verbal instructions.
• Ability to work effectively within a diverse environment at all organizational levels.
• Commitment to excellence and high standards.
• Keystrokes a minimum of 45 wpm.
• Self-starter with ability to manage multiple competing priorities.
• Versatility, flexibility, and a willingness to work with enthusiasm.
• Excellent verbal/written communication skills.
• Professional appearance and demeanor.
• Must be able to travel to community or resident locations.
• Willingness and ability to attend monthly evening, occasional weekend meetings, and to travel on occasion.

PREFERRED QUALIFICATIONS

• Experience in property management, asset management or affordable housing a plus.
• Experience with vendor and contractor insurance documents and requirements
• Multilingual preferred.
• College degree or certificate in communications, organizational development, accounting/finance, general business.
• Communication: Balancing listening and talking, speaking, and writing clearly and accurately, influencing others, keeping others informed.
• Collegiality: Being helpful, respectful, approachable and team oriented, building strong working relationships and a positive work environment.
• Initiative: Taking ownership of our work, doing what is needed without being asked, following through.
• Efficiency: Proactive planning, managing time well, being on time, thinking of better ways to do things.
• Coachability: Being receptive to feedback, willing to learn, embracing continuous improvement, accepting accountability when appropriate.
• Resident focus: Striving for high resident satisfaction, going out of our way to be helpful, responsive, attentive, and pleasant.
• Leadership (for those with direct reports): Setting clear expectations, reviewing progress, providing feedback and guidance, holding people accountable.

ACCOUNTABILITY

Under minimal supervision, exercises independent discretion in performance of most job responsibilities. Exercises considerable latitude; work is reviewed to determine if objectives were accomplished. Decisions impact success of large projects, achievement of organizational objectives, and influence financial performance.

EDUCATION/EXPERIENCE

Bachelor’s degree or at least 5-10 years equivalent work experience, organizing and providing administrative support in property management.

LANGUAGE ABILITY

Ability to read, interpret and analyze documents and/or data such as safety rules, operating and maintenance instructions, and procedure manuals to provide informative recommended next steps. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of the organization.

MATH ABILITY

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

WILLINGNESS TO LEARN

Be open to leaning how to complete tasks to maximize efficiency. Ability to deal with new and evolving technologies needed fulfill job duties and responsibilities.

WORK ENVIRONMENT/ PHYSICAL DEMANDS

The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in the work environment is usually moderate.
• While performing the duties of this job, the employee is regularly required sit, reach with hands and arms and talk or hear.
• The employee is occasionally required to stand and walk.
• May require lifting up to 25 pounds

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