Property Management Administrative Assistant

avalonhousing; Ann Arbor (MI); Hybrid; USD 38,000 - 47,000; Full time

Benefits offered by this job

Paid Time Off

Medical, dental & vision insurance

Life and disability insurance

403(b) retirement plan

Job summary

Avalon Housing in Ann Arbor, MI is seeking a Property Management/Maintenance Administrative Assistant to support the Maintenance team's work order system and tenant information flow. This full-time, exempt role reports to the Director of Property Management and is based in Ann Arbor with some remote flexibility.

The position emphasizes organization, scheduling, and confidential handling of tenant data, offering a starting wage of $42,750 annually and a competitive benefits package including

Qualifications

• Strong organizational and project management skills, with goals, timelines and outcome measurements.
• Flexibility in a highly dynamic environment with multi-tasking and deadlines.
• Excellent attention to detail and personal organization.
• Excellent written, oral communication and interpersonal skills.
• Actively desires learning and growth opportunities.
• Strong knowledge of Word, Excel and PowerPoint; Google Suite is required.
• High comfort with cloud-based systems and databases.
• Protects tenant information confidentiality and adheres to privacy laws.
• Avalon Housing is committed to diversity and equity; ability to work with diverse populations.
• Valid driver’s license and reliable transportation.

Responsibilities

• Manage and maintain incoming work orders for the Maintenance team.
• Daily upkeep and sharing of the Tenant Status Sheet and Unit Status Report.
• Create and mail monthly tenant ledger balances.
• Create, issue and file monthly nonpayment tenant notices with our attorney.
• Maintain and track tenant payment plans.
• Maintain preventative maintenance scheduling, notices, and data entry.
• Update and maintain a monthly Dashboard for the department.
• Coordinate, schedule, and provide notice to tenants for quarterly inspections.
• Work with Maintenance leadership around inventory needs.
• Create and maintain calendars for Maintenance vehicle and training needs.
• Assist with maintaining an organized key system.

Skills

Organizational skills

Project management

Multi-tasking

Attention to detail

Communication skills

Learning mindset

MS Office

Driver's license

Tools

Google Workspace

MS Office

Job description

At Avalon, housing is a human right. Our mission is to build healthy, safe and inclusive supportive housing communities as a long-term solution to homelessness.

Avalon Housing is a non-profit supportive housing provider. Supportive housing is a combination of affordable housing paired with services, such as case management. We don't just help people find housing, we help people stay and thrive in their homes.

If you are passionate about creating more diverse, inclusive, and equitable communities where all people are welcome, Avalon may be a good fit for you.

The Property Management Administrative Assistant is primarily dedicated to managing and maintaining the systems that keep this active department working efficiently and providing the needed information to other areas of the organization. The Administrative Assistant will also play an integral role in the Maintenance team's work order system and collecting needed and important information from tenants about their maintenance needs.

In addition to a competitive salary, here are some of the key benefits that Avalon staff receive:

Paid Time Off:

Paid time off includes three weeks of vacation time plus additional sick and personal time allowances. There is also an extra paid holiday every month!

Medical Benefits:

Full-time employees can select from three comprehensive medical insurance plans, including coverage options for your family. Plus, Avalon covers dental and vision insurance - with no per-payroll premium contribution!!

Life and Disability Plans:

Employees working 16 or more hours per week receive life insurance and short-term disability coverage-Avalon covers the full cost of the premiums.

403(b) Retirement Plan:

Avalon sponsors a 403(b) retirement plan through Vanguard, available to all employees.

Core Responsibilities include:

• Manage and maintain incoming work orders for the Maintenance team.
• Daily upkeep and sharing of information through the Tenant Status Sheet and Unit Status Report
• Create and mail monthly tenant ledger balances
• Create, issue and file monthly nonpayment tenant notices with our attorney
• Maintain and manage tracking of tenant payment plans
• Maintain preventative maintenance scheduling, notices, and data entry
• Update and maintain a monthly Dashboard for the department
• Coordinate, schedule, and provide notice to tenants for quarterly inspections, as well as maintain a calendar for all Maintenance inspections
• Work with Maintenance leadership around inventory needs
• Create and maintain a calendar around the Maintenance vehicle needs
• Create and maintain a calendar around training needs for the department
• Assist with maintaining an organized key system

Desired Qualifications & Experience

• Strong organizational and project management skills, including development and implementation of goals, objectives, timelines and outcome measurements
• Flexibility in a highly dynamic environment with a proven track record of successfully multi-tasking and meeting deadline's
• Excellent attention to detail and highly effective personal organization skills
• Excellent written, oral communication and interpersonal skill s
• Actively desires and seeks out learning and growth opportunities
• Strong knowledge and experience with Word, Excel and PowerPoint, and Google Suite is required
• High level of comfort using cloud-based systems and databases
• Protects the confidentiality of tenant information and strictly adheres to all privacy and confidentiality laws and internal policies
• Avalon Housing is dedicated to eliminating racial inequities. Successful candidates will demonstrate the ability to work well with diverse populations in a non-judgmental way.
• A valid driver's license and access to reliable transportation is required.

Job Title:

Property Management/Maintenance Administrative Assistant

Reports to:

Director of Property Management

Location:

This position and office is based in Ann Arbor, Michigan. This position has some flexibility with working remotely.

Status:

Full-time position, salaried, exempt

Starting Wage:

$42,750.00 annually

Benefits including excellent health insurance options, dental & vision, 403(b), generous vacation and additional holidays, Life / AD&D / Short and long-term disability plans, Employee Assistance & Wellness programs

Avalon Housing is an equal opportunity employer and actively seeks applicants from diverse racial and ethnic backgrounds, as well as historically marginalized groups. This includes but is not limited to underrepresented gender identities, sexual/romantic orientations and/or relationship structures, people living with disabilities or mental health conditions, and with lived experience with homelessness or recovery from a substance use disorder, and people with underrepresented religious and/or socio-economic backgrounds. Avalon also encourages those with criminal histories to apply. Avalon doesn't request information about criminal histories until an offer of employment is extended. Avalon will not exclude someone based on criminal history unless it is determined the criminal history is related to or directly conflicts with the responsibilities of the position. We are committed to transparency about our decision making process, and will seek clarifying information from an applicant to help us make a determination in this regard.