POSITION: Full time Administrative Assistant of a 59 studio-units 100% tax credit (TCAC) property.

COMPENSATION: Competitive Salary

BENEFITS: Health, dental, vision, FSA, EAP, life insurance (LTD), 401(K), paid sick, vacation and Holidays.

Charities Housing is committed to developing and managing affordable housing and strives to create developments that contribute positively to communities. Healthy communities start with people who care, who fulfill a vision, and who gladly perform meaningful services. That is what you will find in each and every affordable housing developed, owned, and managed by Charities Housing throughout Silicon Valley. We firmly believe our contributions are essential to the creation of healthy communities.

DESCRIPTION OF POSITION: The administrative assistant is expected to support the property manager within the performance guidelines set for the individual property. These include measurables such as vacancy, make ready times, general compliance administrative work such as mailing out, receiving, and tracking annual certification documents, obtaining missing documentation and ensuring that file is complete for the manager or his/her assignee to close out annual certifications. Tracking, closing out work/case management requests, serve delinquency notices etc.

PREREQUISITES:

  • Prior administrative experience a plus.
  • Must show ability to keep records, have organization and good writing and oral skills, and demonstrate supervisor qualities.
  • Must be self-motivated, cooperative, personable, and empathetic to human needs.
  • TCAC Certification and YARDI experience a plus.
  • Education: High School Diploma or equivalent. 
  • Bilingual a plus.

ESSENTIAL JOB FUNCTIONS:

The following duties are normal for this position but this list is not to be deemed all-encompassing. Other duties may be required and assigned.

A. Administrative Duties

  1. Market vacancies as requested by the manager.
  2. Show vacant units.
  3. Assist applicants and residents with required forms.
  4. Assist in Collecting, tracking and deposit of all money. 
  5. Support Management in enforcement of rules and regulations by reporting lease violations, accepting reports from residents in written or verbal form. 
  6. Conduct inspections of grounds, occupied and vacant units as directed by the manager.
  7. Assist with recertification interviews, mail out verification forms and prepare certifications for manager to close out.
  8. Catalog, file documents to maintain an orderly well-organized office. 
  9. Answer the telephone, take messages, and greet tenants, visitors as needed.
  10. Assist in scheduling and coordinating work orders for maintenance vendors. 
  11. Post necessary tenant notices.
  12. Perform other duties as assigned.

B. Support management in working with contractors, as directed by the Property Manager, and/or Regional Manager or Director, to include preparing the following work schedules:

  1. Grounds maintenance

  2. Building maintenance

  3. Redecoration of units / Turnovers

  4. Desk clerk schedules, if applicable

C. Submit reports on time as follows:

  1. Other reports as required by the Property Manager, Regional Manager, or Director including but not limited to review of expense reports.

D. Additional duties include:

  1. The employee is expected to present proof of passing (a copy of certificate of completion) Tax Credit and general property management courses within six (6) months of employment.

PHYSICAL REQUIREMENTS:

  • Driving or ability to travel between different locations in Santa Clara County 
  • Computer use
  • Sitting at desk for extended periods of time.
  • The ability to lift/move/carry up to and including 50 pounds.

The above intends to describe the general nature and level of work being performed by people assigned to this job. It is not intended to include all duties and responsibilities. The order in which duties and responsibilities are listed is not significant.

Charities Housing is an equal opportunity employer. Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, gender identity, disability, or veteran status, or any other classification protected by state or federal law. If you need assistance or a reasonable accommodation during the application process because of a disability, it is available upon request. Charities Housing is pleased to provide such assistance, and no applicant will be penalized as a result of such a request.

We are looking to make an immediate hire. This position will remain open until it has been filled. If we receive resumes from qualified candidates, we reserve the right to start the hiring process at any time.

Principals only. No calls please. We will only respond to those persons who are deemed qualified at the sole discretion of Charities Housing. For more information about Charities Housing, please visit our website www.charitieshousing.org.

No relocation benefits will be provided.