Assistant Property Manager II

Job Description

Job Description

Title : Assistant Property Manager II – Mixed-Use & Commercial

Reports To : Associate Director of Property Operations

Department : Property Management

Location : Oakland, CA

Schedule : Monday through Friday

Travel : Local travel may be required

Employee Status : Regular, Full-Time, Non-Exempt

Union : N/A

Supervises : N/A

Benefits

Two weeks of paid vacation a year, sick time, 14 holidays, up to five floating holidays based on employment status, medical and dental benefits on the first of the month following 30 days of employment, life insurance policy at no cost to employees (with the option of increasing policy amount), flexible spending account for medical and dependent care costs, commuter benefits, 403(b) with employer match, and other benefits. We foster a joyful workplace and offer opportunities for professional development and growth.

Agency Summary

The Unity Council is a non-profit Social Equity Development Corporation with an over 60-year history in the Fruitvale neighborhood of Oakland. Our mission is to promote social equity and improve quality of life by building vibrant communities where everyone can work, learn, and thrive.

Our programs aim to provide the community with the tools, knowledge, and resources to transform their lives and ultimately achieve their long-term educational, career, and financial goals. These holistic programs and services reach more than 10,000 individuals and families annually in five languages. Programs include early childhood education, youth mentorship and leadership development, employment services, career readiness training, housing and financial stability, senior citizen services, affordable housing and neighborhood development, and arts and cultural events. Our work expands beyond the Fruitvale district and now reaches across Oakland and into Contra Costa County. The Unity Council employs a diverse workforce of more than 300 people who reflect the linguistic, cultural, and ethnic identity of the communities we serve.

Position Summary

Under the supervision of the Associate Director of Property Operations, the Assistant Property Manager II – Mixed-Use & Commercial supports the day-to-day operations of a mixed-use portfolio, including retail, commercial, office, community-serving, and public-facing properties.

This position assists with tenant relations, leasing administration, accounts receivable, maintenance coordination, vendor management, inspections, and operational support to ensure properties remain safe, well-maintained, financially stable, and responsive to tenant and community needs.

The Assistant Property Manager II serves as a key liaison between tenants, vendors, maintenance staff, and Property Management and supports higher-level property operations, leasing, financial, and vendor-related functions under the direction of the Associate Director of Property Operations or designated supervisor.

Essential Duties and Responsibilities

The duties and responsibilities include, but are not limited to the following:

Tenant & Customer Relations

• Serve as a point of contact for tenants, visitors, vendors, and community stakeholders, providing a high level of customer service and responsiveness.
• Maintain positive tenant relationships through regular communication and timely follow-up regarding concerns, maintenance requests, operational issues, and lease obligations.
• Respond to tenant concerns and coordinate resolution with Property Management, Maintenance, and external vendors as needed.
• Assist with tenant onboarding, move-ins, relocations, and operational coordination.
• Support tenant retention through proactive communication and relationship management.
• Maintain professional, positive relationships with tenants, vendors, community partners, and visitors.

Commercial Leasing & Tenant Coordination (with support and direction from Associate Director of Property Operations)

• Support administration of commercial and mixed-use lease agreements and assist in monitoring compliance with lease terms and property policies.
• Assist with lease renewals, amendments, notices, and tenant correspondence.
• Coordinate leasing inquiries, schedule property tours, and assist with prospective tenant communications.
• Support higher-level leasing activities, including vacancy tracking, broker coordination, and preparation of leasing-related materials.
• Assist with marketing vacant commercial spaces through listings, outreach, and coordination with internal departments and external partners.
• Assist with the preparation, reconciliation, and administration of Common Area Maintenance (CAM) charges and support commercial tenant invoicing processes.
• Coordinate tenant move-in logistics, including access, keys, insurance collection, and required business documentation.
• Maintain tenant files, lease documentation, certificates of insurance, business licenses, and contact records.
• Support the Associate Director in tenant retention efforts, commercial occupancy goals, and lease compliance initiatives.
• Conduct periodic inspections of leased spaces to identify maintenance concerns, lease violations, or operational issues.

Financial & Administrative Support

• Ensure timely invoice processing and coordination of vendor payments.
• Assist with rent collection, batch postings, bank deposits, and accounts receivable follow-up.
• Monitor delinquent accounts and escalate collection concerns to supervisor as appropriate.
• Assist in preparing delinquency reports, payment agreement documentation, and tenant communications regarding outstanding balances.
• Prepare vacancy, aging, and operational reports for management review.
• Maintain organized electronic and paper records related to tenants, vendors, invoices, and operational activities.

Maintenance & Operations

• Coordinate and track work orders, vendor service requests, and maintenance activities.
• Assist in responding to emergencies and operational disruptions to minimize impact on tenants and visitors.
• Coordinate tenant notices related to maintenance interruptions, access issues, or operational updates.
• Support mixed-use operations through coordination of tenant needs, common area concerns, and day-to-day operational issues.
• Work collaboratively with Facilities and Maintenance staff to ensure timely completion of repairs and preventative maintenance activities.
• Compliance & Documentation
• Ensure compliance with Fair Housing laws, ADA accessibility requirements, landlord-tenant regulations, and organizational policies.
• Maintain accurate electronic and paper records of tenant communications, notices, leases, vendor agreements, inspections, and operational documentation.
• Assist with preparation of notices and documentation related to lease compliance, collections, or operational concerns.
• Support supervisor in preparing documentation for legal proceedings or lease enforcement matters when necessary.
• Escalate compliance concerns, lease violations, or tenant disputes to supervisor as appropriate.

Teamwork & Department Collaboration

• Collaborate with internal departments including Facilities, Finance, Resident Services, Real Estate Development, Communications, and external partners to support efficient property operations.
• Participate in staff meetings, trainings, and departmental initiatives.
• Contribute ideas and solutions to improve operations, tenant experience, and property performance.
• Perform other duties as assigned in support of Property Management operations and organizational goals.
  

Qualifications

• High School Diploma or GED required; Associate Degree or college coursework preferred.
• Minimum of 2 years of administrative, property management, leasing, customer service, contract administration, or accounts receivable experience required.
• Bilingual English/Spanish, including written and conversational proficiency.
• Experience with commercial, retail, mixed-use, affordable housing, or community-serving properties preferred.
• Strong customer service, tenant relations, and conflict resolution skills.
• Knowledge of lease administration, vendor coordination, and basic property operations preferred.
• Strong organizational skills with the ability to prioritize multiple tasks in a fast-paced environment.
• Strong attention to detail and ability to maintain organized documentation.
• Excellent written, verbal, interpersonal, and problem-solving skills.
• Proficiency in Microsoft Office Suite required (Word, Excel, Outlook).
• Experience with Yardi or property management software preferred.
• Ability to work independently while maintaining strong collaboration across departments.

Physical Requirements

• Must be able climb stairs, reach, bend, lift 20-30 pounds, crawl, kneel, stoop, twist, grasp with hands and fingers materials, use arms and legs, able to walk, climb ladders if applicable.
• Regularly required to sit for long periods of time, and occasionally stand and walk.
• Regularly required to use hands to operate computer and other office equipment (copier, scanner, phone, etc.).
• Close vision required for computer use and document review.
• Ability to work on a computer up to 8 hours per day as needed.
• Regularly required to sit, stand, walk properties, and climb stairs.
• Ability to conduct property inspections by walking exterior/common areas.

Pre-Employment Requirements

• Background/fingerprints
• Reference Checks

This description is not intended to be construed as an exhaustive list of duties, responsibilities or requirements for the position. This position may change or assume additional duties at any time.

*** Please submit your cover letter and resume. ***

The Unity Council is an Equal Opportunity Employer.