Administrative Assistant

Job Description

Job Description

Organization:

Founded in 2003, AMI Housing is a California-based nonprofit organization whose mission is to house and support the most residents vulnerable of the Sierra Region by enhancing the lives of people with mental illness by providing housing, employment, and supportive services.

Summary of primary job functions:

This Administrative Assistant position works closely with the Property Manager and plays a key role in supporting the property management and maintenance functions of the organization. The role provides comprehensive administrative assistance to both the Property Manager and maintenance team, including scheduling vendors, tracking work orders, and completing various assigned tasks. Additional responsibilities include coordinating preventative maintenance, ordering supplies for residential and office facilities, and drafting accurate legal documents such as Pay or Quit and Behavior Notices, ensuring timely delivery to residents. Employees at this level must be fully trained in all procedures related to assigned areas of responsibility and adhere to the confidentiality of program participants.

Examples of essential duties may include, but are not limited to, the following:

• Manage and organize repair and maintenance requests from tenants, ensuring all work orders are tracked, monitored, and completed in a timely manner.
• Coordinate maintenance projects by communicating between the Property Manager, repair vendors or contractors, and collaborating with other AMIH teams as needed.
• Maintain accurate and up-to-date records of work orders, vendor contracts, invoices, and general property maintenance documentation.
• Support lease administration tasks, including document preparation, renewals, tenant inquiries, and file management.
• Regularly update and monitor work orders through AppFolio and email correspondence to ensure tasks are progressing and resolved appropriately.
• Schedule and arrange preventative maintenance for residential and office facilities, including agency vehicle upkeep.
• In collaboration with the Property Manager, draft and review legal notices such as 3-Day Pay or Quit, 3-Day Perform Covenant or Quit, and 30-/60-Day Notices for accuracy and compliance.
• Deliver legal notices to tenants and ensure proper follow-up and documentation of resident compliance.
• Ensure ongoing compliance with fair housing laws and local landlord-tenant regulations while fostering positive relationships with residents, vendors, and the community.
• Maintain organized workflows and manage multiple administrative tasks simultaneously, including ordering supplies, scheduling vendors, assisting other clerical staff, and resolving general office issues as needed.
• Conduct research and compile information for larger maintenance projects, including obtaining and comparing quotes to determine the best solutions.
• Follow nonprofit contract and budgeting guidelines when planning maintenance work and assist with tracking project expenses and vendor payments.
• Manage incoming telephone calls by directing them to appropriate staff, taking accurate messages, and ensuring timely communication of important information.
• Support leadership by assisting with updates to protocols, processes, and distributing important changes to staff.
• Produce and distribute correspondence, memos, letters, faxes, and forms as needed.
• Provide administrative support across housing programs to ensure accurate and complete client records.
• Enter data into systems such as the Homeless Management Information System (HMIS) and Coordinated Entry, ensuring consistency and accuracy.
• Offer additional administrative support to the agency as assigned.
• Provide front desk support, including greeting visitors and assisting with general reception duties.

Skills:

• Understanding of California landlord-tenant laws, fair housing regulations, and legal notice processes.
• Proficiency with property management software (i.e. App Folio)
• Strong organizational and multitasking skills with a high level of attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple projects and prioritize tasks effectively under minimal supervision.
• Experience working with contracts, budgets, and vendor management is preferred.
• Must multitask with attention to detail while working in a fast-paced and sometimes chaotic environment.
• Ability to plan, organize, and prioritize work.
• Data Entry
• Type at a speed of 45 words per minute.

Ability to:

• Identify and address company needs and perform administrative tasks to ensure our company’s workflow runs smoothly.
• Continuously sit at a desk and stand at the counter for extended periods; use a keyboard to communicate through written means; run errands; lift lightweight (no more than 30 pounds).
• Intermittently walk, stand, bend, climb, squat, twist, and reach while retrieving or returning files or making field visits. Intermittently twist to get equipment surrounding desk; perform simple grasping and fine manipulation; see with correctable acuity sufficient to read characters on a computer screen; hear and speak with enough sense to communicate with others.
• Make rapid and accurate arithmetic calculations, including addition, subtraction, multiplication, and division.
• Understand the organization and operations of the AMIH and community partners as necessary to assume assigned responsibilities.
• Compile and maintain extensive records and files.
• Operate a variety of office machines/computers and software systems.

• High School diploma or equivalent is required.
• Bilingual fluency (English/Spanish) is preferred.
• Complete and pass pre-employment background checks (fingerprints, drug and alcohol testing, and criminal background checks).

• Two years of experience working with property management software (AppFolio strongly preferred).
• Two years of related work experience that demonstrates solid understanding of administrative functions and best practices.
• Experience working within housing programs and with individuals with mental illness, drug/alcohol abuse, homelessness, or other social services.
• Experience working with contracts, budgets, and vendor management is preferred

• May need to possess a valid driver's license with a clean driving record as required by the position.
• Proof of adequate vehicle insurance and medical clearance may also be required.

• Strong computer proficiency (i.e., Microsoft Word, Excel, PowerPoint, Outlook, SharePoint, Microsoft Teams, Zoom, Adobe, DocuSign, App Folio, Google Docs, Internet, and Calendar) to complete daily duties within the expected timeframes with little to no supervision.

• Be welcoming and supportive. Displays a solid desire to advance the agency’s mission and help people with mental illness improve their lives by becoming independent, successful community members.