Job Title:    Office Assistant
Reports to:  Community Manager
Job Classification:  Regular, Full-Time, FLSA Non-Exempt
Location: 801 10th St Oakland CA 94607                       
Work Schedule:   Mondays-Fridays 8AM-5PM

About Us
CCH is a nonprofit management company specializing in quality affordable housing for senior citizens. We build, own and manage affordable housing communities where seniors can thrive in the comfort of their own homes because we believe doing so is better for communities as a whole and the seniors we serve. Founded in 1961, we have served over 100,000 residents in over 50 properties across the United States. CCH proudly provides 100% employer paid health benefit options as well as an automatic 8% contribution to fund employee retirement savings accounts.

About the Role
The Office Assistant provides general office support for senior-housing community. Schedules appointments, gives information to callers, and performs clerical and administrative support to Community Manager and Assistant Community Manager.

Primary Responsibilities
Maintains positive rapport and communication with residents, co-workers, manager, Portfolio Manager, corporate staff, regulatory agencies, the Board of Directors (if contacted) and other community constituents.
Greets scheduled visitors and escorts to appropriate area or person.
Answers and screens manager's telephone calls, and arranges conference calls.
Locates and attaches appropriate file to incoming correspondence requiring manager’s response. Composes and types routine correspondence.
Accepts rent payments, gives receipts, and enters the rent into the software. Scans the check for deposit.
Takes work order requests from the residents, and makes sure that there is tracking of all work orders.
Conducts research, as requested, and compiles and types statistical reports.
Reads and routes incoming mail if not marked personal or to the attention of; prepares outgoing mail and correspondence, including e-mail and faxes under the direction of the manager.
Makes copies of correspondence or other printed materials.
Organizes and maintains file system, and files correspondence and other records.
Ensures files are maintained per regulation and kept secured/locked
Arranges and coordinates travel schedules and reservations for offsite staff training or meetings.
Coordinates and arranges meetings, prepares agendas for manager’s approval, reserves and prepares facilities, and records and transcribes minutes of meetings.
Orders and maintains supplies, and arranges for equipment maintenance

Qualifications and Requirements
High school diploma or general education degree (GED); or one to three years clerical/administrative experience and/or training; or equivalent combination of education and experience.
Experience in HUD and Tax Credit housing is preferred but not required.
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.  
A valid driver license, reliable personal vehicle, personal auto insurance as required by law, and an MVR sufficient to obtain and reasonably maintain insurability under agency auto liability policies are essential job requirements.

Knowledge Skills & Abilities
Proficient with a Microsoft Office 365 platform and ability to quickly learn the organization’s other systems.
Strong interpersonal skills, including written and oral communications, listening, presentation, group facilitation, influencing and negotiations.
Prior experience in an affordable housing environment preferred.
Excellent organizational skills, attention to detail and time management skills with a proven ability to meet deadlines.
Ability to serve with integrity, professionalism, and confidentiality.
Ability to prioritize tasks and consistently meet project deadlines.
Strong analytical and problem-solving skills.
Effective use of mediation and conflict resolution techniques and processes for influencing performance management; Ability to resolve problems, handle conflict and make effective decisions under pressure.

Physical Requirements
Generally minimal physical exertion is required. Prolonged periods of sitting at a desk and working on a computer. Occasional lifting of heavy boxes and presentation materials occurs. Must be able to lift 15 pounds at times. Occasional local travel (10%) as appropriate. Must be able to access and navigate properties and the organization’s various office facilities.

Department: Property Management
This is a non-management position
This is a full time position

Subscribe to be notified of new jobs

Personal Information


Other Information