Asset Management Administrative Assistant

Primary Objective of Position:

The Asset Management Administrative Coordinator provides administrative and organizational support to the Asset Management Department. The position maintains department records and tracking tools, coordinates meetings and document requests, assists with recurring reports and deadlines, and helps ensure information is complete, accurate, and readily available to the team.

Major Areas of Accountability:

- Provide day-to-day administrative support to the Senior Director of Asset Management and the Asset Management team (i.e., address and appropriately route telephone, mail, email, and other inquiries from internal and external contacts).

- Maintain department calendars, meeting schedules, deadline trackers, contact lists, and follow-up logs.

- Schedule meetings, prepare agendas and supporting materials, record action items and track follow-up assignments.

- Prepare, format, proofread, and distribute correspondence, reports, presentations, forms, and other department materials.

- Create and maintain Excel spreadsheets and Smartsheets used for portfolio tracking, annual data collection, recurring reports, deadlines, and special projects.

- Compile and organize information from property management reports, financial statements, budgets, compliance reports, and internal records.

- Review information for completeness and apparent inconsistencies and follow up with the appropriate team member, property management agent, or Accounting contact.

- Maintain organized electronic property files, department forms, templates, procedures, and SharePoint content.

- Assist with collecting documentation and entering information for property tax exemptions, routine compliance reporting, audits, lender requests, and other recurring submissions.

- Coordinate document requests and routine follow-up with property management agents, Accounting, lenders, investors, agencies, consultants, and internal departments.

- Assist with property inspections, site visits, meetings, special projects, and other administrative assignments as needed.

- Coordinate travel arrangements, training courses, department meetings, and events as needed.

- Reconcile department expense, mileage, and credit-card reports and obtain required supporting documentation.

- Handle confidential property, financial, legal, and organizational information with discretion.

- Participate in applicable professional training and company-sponsored team-development events, which may occasionally require travel or an overnight stay.

- Other duties as assigned.

Level of Education, Experience and Skill Set:

- Bachelor’s degree or an equivalent combination of education and relevant experience preferred.

- Three years of administrative, project-coordination, property-management, accounting-support, affordable-housing, or related experience preferred.

- Extensive knowledge of Microsoft Excel is required, including formulas, filtering, conditional formatting, data validation, and organizing or reconciling large data sets.

- Proficiency in Microsoft Word, Outlook, Teams, PowerPoint, SharePoint, and Adobe Acrobat.

- Property management background or experience working with property-management reports is helpful.

- Working knowledge of basic accounting concepts and experience with financial statements, budgets, accounts receivable, accounts payable, or account reconciliations is helpful.

- Affordable-housing, LIHTC, compliance, lender-reporting, or property tax exemption experience is a plus.

- Strong organizational, time-management, follow-through, and attention-to-detail skills.

- Ability to manage multiple priorities, meet deadlines, work independently, and communicate professionally with internal and external contacts.

- Ability to identify missing information or errors and appropriately escalate questions for review.

- Valid California driver’s license and access to an insured vehicle for occasional travel within the organization’s service area may be required.

- Occasional evening or weekend work may be required.

Physical Demands:

The Asset Management Administrative Coordinator is required to talk and hear.  The employee is often required to sit and use their hands and fingers to handle or feel.  The employee is required to stand, walk, reach with arms and hands, climb, balance, twist, lean, move from one location to another and to stoop, kneel, crouch or crawl.  Vision abilities required by this job include close and far vision.  Ability to operate a computer keyboard, and lift files and reports.  Exposure to glare from a computer.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must be able to lift 25 lbs. and travel up to 25 percent of the time.

Work Environment:

The work environment will usually be in a professional office setting, with possible shared workspace. The noise level is usually quiet to moderate.  When traveling the environment will change dependent upon the site visiting.