Administrative Assistant

BURBANK HOUSING MANAGEMENT CORPORATION; Santa Rosa (CA); On-site; USD 42,000 - 60,000; Full time

Job summary

Burbank Housing Management Corporation in Santa Rosa, CA is seeking an Administrative Assistant to provide broad administrative support across departments. The role requires professionalism, confidentiality, and excellent English writing and verbal skills; bilingual English/Spanish preferred.

You will coordinate calendars, inspections, vendor relations, and staff communications, while maintaining strict data privacy.

Qualifications

• At least three years’ experience in general office administration or two years of relevant college coursework.
• Excellent verbal and written communication skills are required.
• Bilingual in English/Spanish preferred.
• Ability to maintain confidentiality and handle sensitive information discreetly.
• Strong organizational skills and attention to detail.
• Self-directed with time management and deadline-driven focus.
• Ability to work independently and in a fast-paced environment.
• Proficiency with Microsoft Office suite and Yardi Voyager.
• Familiarity with document management software.
• Experience coordinating calendars, meetings, and vendor communications.

Responsibilities

• Assist with administrative tasks including Vacancies and Maintenance Calendar.
• Coordinate site inspections with Compliance Department staff.
• Support Directors of Property Management on management-related issues.
• Schedule staff meetings and prepare agendas.
• Set up permissions for new employees on Rent Café, Voyager, Right Source, MIQ, and Yardi.
• Manage vendor accounts and review invoices.
• Coordinate after-hours calls and on-site messaging.
• Maintain Fire Alarm and Backflow testing documentation.
• Coordinate ordering of maintenance/janitorial gear.
• Provide access and training for Boostlingo or other language platforms.

Skills

Verbal communication

Written communication

Bilingual English/Spanish

Organizational skills

Confidentiality

Time management

Multitasking

Independent work

Professionalism

Tools

Microsoft Office

Yardi Voyager

Document management software

Boostlingo platform

Job description

Summary: The Administrative Assistant’s primary responsibility is to provide administrative support to Burbank Housing Management Corporation (BHMC). This position requires the ability to work well with people in a fast-paced, multi-tasking environment while maintaining a high level of professionalism. Excellent verbal and written communication skills are required; bilingual in English/Spanish preferred. Due to the sensitivity of resident issues, confidentiality must be practiced at all times. The Administrative Assistant must have a basic working knowledge of affordable housing property management and maintain open communications with both BHMC and Burbank Housing Development Corporation’s (BHDC) administrative staff and other employees.Specific Duties and Responsibilities: The following reflects Burbank’s definition of essential functions for this job but does not restrict the tasks that may be assigned.Assists with all administrative support, such as Vacancies and Maintenance Calendar etc.Works with Compliance Department staff to coordinate site inspections relative to stakeholders.Works with the Director of Property Management and the Assistant Director of Property Management to facilitate management-related issues and tasks.Schedules staff meetings and prepares agendas as needed.Set up permissions for new employees on all platforms (Rent Café, Voyager, Right Source, MIQ, Yardi resident screening) and manages Yardi Property list assignation to site staff.Manages approved vendors, including maintaining vendor charge account lists, cards, feedback, etc.Coordinates out-of-office list and disperses to answering service as needed.Coordinates after-hour calls and messaging to properties.Manages Fire Alarm and Backflow Testing certification documentation.Coordinates ordering and distribution of Maintenance & Janitorial gear for site staff.Coordinates scheduling cleaning and maintenance of all Burbank owned Solar Panels.Provide access and training material on the use of Boostlingo or other language assistance platforms to site staff.Coordinate translation needs for documents for in-house legal and site staff.Code invoices for legal services.Performs other tasks and special projects as assigned.Education and/or Experience:At least three (3) years’ experience in general office administration or two (2) years of relevant college course work is required. A combination of work experience and college work may satisfy experience requirements.Required Skills/Abilities:Ability to work cooperatively and effectively with a diverse group of people (partners, vendors, and employees).Excellent verbal and written communication skills.Excellent organizational skills and attention to detail.Ability to maintain confidential and sensitive information and use discretion and tact.Self-directed organizational and time management skills. Able to meet deadlines.Ability to troubleshoot and problem-solve.Ability to work independently.Proficient with Microsoft Office suite, Yardi Voyager, and any document management software.Familiarity with, or ability to quickly learn, basic office and clerical procedures and equipment.Commitment & enthusiasm toward achieving Burbank Housing’s Mission and Vision Statements.Language Skills: Bi-lingual in English and Spanish preferred. Must have the ability to communicate clearly and effectively with persons of diverse backgrounds. Ability to effectively present information and respond to questions from groups or individuals is needed. Ability to write business correspondence, reports, flyers, and newsletters in English (and Spanish, if applicable).Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, decimals, percentages and ratios. Ability to interpret and create spreadsheets using Excel.Reasoning Abilities: Ability to analyze technical procedures and instructions. Ability to collect data, establish facts, and draw valid conclusions.Qualifications Requirements:The requirements listed above are representative of the knowledge, skills, and/or ability required. Reasonable accommodation may be provided (except experience levels) to enable individuals with disabilities to perform essential job functions. Basic knowledge and/or understanding of affordable housing management and development, as well as familiar with local, state, and federal programs related to affordable housing such as HUD, Tax Credits, etc. is highly desired.Other Skills and Abilities:1. Must have a valid California driver’s license, an acceptable driving record, and automobile insurance per requirements of the State of California.Working knowledge of MS Office applications (Outlook, Word, Excel, etc.)Working knowledge of Yardi is highly desired.Ability to organize and prioritize work to meet deadlines.Must be self-motivated and demonstrate initiative.Able to multitask.Able to work in a fast-paced environment.Ability to work with individuals and/or groups as a representative of Burbank Housing, both in public and private arenas. Contacts may include public agency officials, housing development professionals, representatives of the business and financial community, and community-based groups.Supervisory Responsibilities: None.Physical Demands: While performing the duties of this job, employee is regularly required to walk up and down stairs; sit for extended periods; use hands to handle objects/operate keyboards, tools or controls; reach with hands and arms; stoop; kneel and crouch; talk and hear.