Property Management Assistant Jobs in San Ramon, CA

Title: Assistant Property Manager – Multi-Site (Posada De Colores and 36th Ave)

Reports To: Associate Director of Property Operations

Department: Property Management

Location: Oakland, CA

Schedule: Monday through Friday

Travel: Local travel may be required

Salary: $24.00 - $27.00

Employee Status: Regular, Full-Time, Non-Exempt

Union: N/A

Supervises: N/A

Benefits

Two weeks of paid vacation a year, sick time, 14 holidays, up to five floating holidays based on employment status, medical and dental benefits on the first of the month following 30 days of employment, life insurance policy at no cost to employees (with the option of increasing policy amount), flexible spending account for medical and dependent care costs, commuter benefits, 403(b) with employer match, and other benefits. We foster a joyful workplace and offer opportunities for professional development and growth.

Agency Summary

The Unity Council is a non-profit Social Equity Development Corporation with an over 60-year history in the Fruitvale neighborhood of Oakland. Our mission is to promote social equity and improve quality of life by building vibrant communities where everyone can work, learn, and thrive.

Our programs aim to provide the community with the tools, knowledge, and resources to transform their lives and ultimately achieve their long-term educational, career, and financial goals. These holistic programs and services reach more than 10,000 individuals and families annually in five languages. Programs include early childhood education, youth mentorship and leadership development, employment services, career readiness training, housing and financial stability, senior citizen services, affordable housing and neighborhood development, and arts and cultural events. Our work expands beyond the Fruitvale district and now reaches across Oakland and into Contra Costa County. The Unity Council employs a diverse workforce of more than 300 people who reflect the linguistic, cultural, and ethnic identity of the communities we serve.

Position Summary

The Assistant Property Manager will coordinate day‐to‐day maintenance and accounts receivable functions of the properties listed above. The APM may be required to act as the liaison between the tenants and the Property Managers (PM) for certain property-related issues. In concert with the Property Manager, the APM will coordinate all electronic marketing for vacancies.

Essential Duties and Responsibilities

• The duties and responsibilities include, but are not limited to the following:
• Provide backup support to the Property Manager, including preparation of financial, operational, and compliance reports
• Handle incoming and outgoing communications (phone calls, emails, and mail)
• Maintain organized filing systems (electronic and paper)
• Process and maintain confidential resident documents and records
• Issue and track keys to technicians and vendors, ensuring proper log-in/log-out procedures
• Make appointments and greet residents, applicants, and visitors
• Market available units through online listings and other advertising methods
• Coordinate tours with prospective tenants
• Process rental applications and verify employment, income, and references
• Communicate with applicants regarding application status and screening
• Assist with tenant move-in and move-out procedures, including lease documents and required notices
• Prepare lease expiration, renewal, and move-out obligation letters
• Assist with HUD/CTCAC annual certifications and compliance requirements
• Process move-in, move-out, and annual recertification documentation
• Maintain accurate logs and reports required for regulatory compliance
• Collect and track rent payments
• Post rent payments and maintain accurate records
• Make bank deposits and manage rent receipt documentation
• Assist with reporting related to rent collection and delinquencies
• Coordinate with maintenance staff and service providers for building repairs
• Obtain bids for landscaping, maintenance, and repair projects
• Maintain preventative maintenance schedules
• Manage and track work orders
• Conduct and document unit inspections during move-ins and move-outs
• Prepare incident reports and document resident complaints
• Assist in resolving tenant concerns and escalating issues when necessary
• Support resident events and community communication
• Report rule infractions, maintenance needs, and tenant issues to the Property Manager
• Perform other related duties as assigned by the Property Manager

Qualifications

• High School diploma or GED
• General office skills -typing filling use of office equipment
• Personable and trustworthy
• Good basic math skills, and familiar with fraction and percentages.
• Experience or knowledge of affordable housing programs is a plus (e.g. Tax Credit, HUD, Section 8).
• Strong computer skills in MS Office (Excel, Word and Outlook). Knowledge of Yardi software a plus.
• Ability to multi-task and prioritize
• In this fast-paced office environment, the successful candidate will be able to multi‐task and prioritize so that deadlines are met in a timely and accurate manner.
• The candidate must possess strong attention to detail; possessing the ability to learn new procedures quickly and be able to juggle multiple job functions.
• A strong background in customer service, some basic knowledge of building structures and experience in coordinating and scheduling are essential.
• Ability to support the operations of multiple residential communities or buildings
• Excellent communication skills are a necessity.
• Must be PC literate; MS Office skills (Word and/or Excel).

Physical Requirements

• Must be able climb stairs, reach, bend, lift 20-30 pounds, crawl, kneel, stoop, twist, grasp materials with hands and fingers, use arms and legs, able to walk, climb ladders if applicable.
• Regularly required to sit for long periods of time, and occasionally stand and walk;
• Regularly required to use hands to operate computer and other office equipment;
• Close vision required for computer use.
• Ability to work on a computer 8 hours a day as needed.

Pre-Employment Requirements

• Background/fingerprints
• Reference Checks

This description is not intended to be construed as an exhaustive list of duties, responsibilities or requirements for the position. This position may change or assume additional duties at any time.

*** Please submit your cover letter and resume. ***

The Unity Council is an Equal Opportunity Employer.