Property Operations Administrative Analyst

Description

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 co