Property Management Administrative Coordinator

CCH - (Christian Church Homes); Walnut Creek (CA); On-site; USD 34,081 - 47,706; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Retirement plan with employer contribution

Job summary

CCH - (Christian Church Homes) in Walnut Creek, CA, seeks a Property Management Administrative Coordinator who will provide essential administrative support to the Property Management Department. This role is crucial in managing communication and scheduling activities within the department.

The successful candidate will oversee documentation and organize meetings, ensuring support for staff and efficient operations. A strong candidate will possess excellent communication skills and familiarity with MS Office 365. CCH values diversity and offers competitive wages and benefits.

Qualifications

• Strong written and verbal communication skills to articulate ideas clearly.
• Ability to maintain relationships and work effectively with diverse stakeholders.
• Experience with MS Office 365, especially Excel and PowerPoint.

Responsibilities

• Provide administrative support to the Property Management team.
• Manage various portals and document management systems.
• Coordinate meetings and prepare necessary documentation.
• Facilitate communication with stakeholders and manage project timelines.

Skills

Excellent communication skills

Relationship building and collaboration

Fluency with MS Office 365

Tools

Yardi

Job description

Our Mission

CCH builds and manages quality, affordable housing in caring communities.

Vision

To transform communities by fostering human dignity, mutual respect, personal independence, and supportive environments

Our Values

• Sustainability – Maintaining our own organizational health and viability and maintaining sustainable communities for our residents
• Integrity – Striving for reliability and honesty in all that we do and say
• Independence – Empowering people to age in place with dignity

CCH Beliefs

We are more than a home for residents. We are more than a job for employees.

Position Summary

The Property Management Administrative Coordinator provides administrative support to the leadership team within the Property Management Department. The Property Management Administrative Coordinator plays a critical role in facilitating efficient operations, managing communications, and scheduling coordination of activities within the department. This role provides administrative support to our staff and ensures all daily procedures run smoothly.

Key Responsibilities

• Manage MOC DirectLine portal.
• Responsible for Incident Report portal
• Board Meeting Packet (Property) – Gather reports from Community Managers, Portfolio Managers and Social Service Coordinators for consolidation, prepares Board Packet for PM approval and distributes to Board of Directors.
• Lead coordination of annual Fair Housing Training and other department training.
• Maintain property management department organizational chart.
• Maintain Properties Inspection Log for NSPIRE, MOR, etc. Includes maintaining PM calendar and reminders to appropriate parties.
• Manage the Share Point and MyCCH website.
• Occasional coordination of scheduling for Property Management Leadership.
• Respond to messages on behalf of the Director of Property Management when appropriate.
• Document management, including ensuring accuracy, consistency, and confidentiality of information.
• Manage credit card expense report for Director of Property Management.
• Oversee electronic and physical filing systems for department documents, contracts, leases, and other records. Ensure documents are easily accessible and appropriately archived.
• Organize and facilitate meetings, including agenda preparation, meeting room setup, attendee coordination, and distribution of materials. Take minutes, track action items, and follow up on outstanding tasks.
• Assist Director of Property Management, Associate Director of Property Management, and Associate Director of Facilities in managing projects and initiatives within the department. Coordinate project timelines, track progress, and communicate updates to stakeholders.
• Facilitate communication with vendors, clients, tenants, and other stakeholders as directed by executives. Coordinate meetings, site visits, and follow-up communications to support business relationships.
• Undertake special assignments and ad hoc tasks as assigned by executives, demonstrating flexibility and willingness to assist with departmental priorities.
• Other duties as assigned.

Reporting + Organizational Relationships

This position will report directly to the Director of Property Management and does not have any supervisory responsibilities.

Compensation & Classification

CCH is committed to paying competitive wages. The pay range for this position is $24.74 - $34.63/ hourly. Based on CCH’s Compensation philosophy, the majority of new hires are brought in at the minimum of the salary range. CCH has a competitive benefits package with health, dental, vision, and life insurance, 8% of an employer contribution for retirement, and more. This is a full-time, non-exempt position. This position is based at the CCH Central Office in Walnut Creek, CA.

Physical Demands

Physical demands include continual sitting, typing, and repetitive computer use for up to 8 hours a day. The position also requires frequent communication with others, including hearing and speaking clearly with individuals and groups, in person and via phone and video calls. These demands are representative of those that must be met to successfully perform the job’s essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Equal Employment Opportunity

CCH is an equal opportunity employer. We strongly encourage applications from women, people of color, bilingual and bicultural individuals, and members of the lesbian, gay, bisexual, and transgender communities. Applicants shall not be discriminated against because of race, religion, sex, national origin, ethnicity, age, disability, political affiliation, sexual orientation, gender identity, color, marital status, or medical condition, including acquired immune deficiency syndrome (AIDS) and AIDS-related conditions. We encourage and will consider for employment qualified applicants with arrest and conviction records.

Qualifications

Qualifications and Requirements

• Excellent communication skills, both written and verbal, with the ability to articulate complex ideas to diverse audiences.
• Demonstrated ability to build and maintain relationships, collaborate, and work effectively with various stakeholders.
• Fluency with MS Office 365 suite (particularly Excel and PowerPoint) and other communications channels. Yardi is a plus.
• CCH conducts background checks on all candidates who have received a conditional job offer. Satisfactory completion of background check is a requirement of employment with CCH.