Property Operations & Facilities Admin Assistant

Abode, one of the largest and effective nonprofits working to end homelessness in the Bay Area, is seeking a Property Operations & Facilities Administrative Assistant for our program in Santa Clara County.

About the role: The Property Operations & Facilities Administrative Assistant provides centralized administrative support to the Property Operations HUB, assisting with operational coordination, document management, vendor tracking, systems administration, and department communications across the property management portfolio. This position supports administrative functions related to property operations, facilities coordination, resident relations operations, and rent revenue processes. The role helps maintain operational continuity, ensures documentation and systems are organized and compliant, and assists leadership in coordinating workflows across multiple departments and properties.

The position requires a highly organized individual capable of managing multiple tasks, maintaining confidential information, and supporting a fast-paced property management environment.

The People and Culture: You will be surrounded by some of the most talented, supportive, smart, and kind leaders and teams - people you can be proud to work with Abode Services regularly recognizes employees' efforts, seeks employees' input, and cares for employees as people with lives outside of work. We believe that we make better decisions and provide quality services when our workforce reflects the diversity of the communities in which we operate.

People of color make up nearly 70% of our workforce and we strive to recruit and retain employees from all backgrounds.

Our Benefits & Perks:

• Compensation $26.50 - $29.75/hr
• 100% paid health, vision, and dental options
• 19 PTO days & 12 Holidays per year
• Voluntary benefits: FSA, EAP, Commuter Checks, Life Insurance, Legal, and more
• 3% retirement match/contribution
• Professional Development Trainings and Opportunities, Leadership Academy Programs, and All Staff Events
• Dynamic, mission-driven culture and supportive leadership. We support you in supporting others

How You Make an Impact:

Administrative and Operational Coordination:

• Conducts all business in accordance with company policies, Fair Housing, Americans with Disabilities Act, Fair Credit Reporting Act, Real Estate licensing requirements, and other relevant local, state, and federal laws.
• Ensures departmental adherence to safety protocols and standards, including compliance with real estate requirements (e.g., fair housing and grievance posters), through audits and regular communication with department leaders.
• In tandem with the Regional Directors, schedule property annual inspections in connection with annual property evaluation checklist and standards.
• Organizes agendas and note-taking for APM collaboration meetings with onsite staff ensuring effective follow-up on key discussions and action items.
• Provide administrative support to the Facilities, Rent & Revenue Manager and Property Operations HUB leadership.
• Maintain department calendars, meeting schedules, and operational timelines.
• Prepare agendas, record meeting minutes, and track follow-up items from project meetings.
• Oversee updates to the property management content on the company website and coordinates changes to marketing materials with the Communications department.
• Maintains the department calendar, records minutes from leadership meetings, and tracks action items for follow-up.
• Monitors the department's email inbox, forwards inquiries to appropriate staff, and serves as the main point of contact for callers requesting detailed property information.
• Oversee, develop, update, and monitor onboarding and deboarding activities, training sessions, and training schedules for new and existing staff across the portfolio to ensure consistency with operational standards and processes.
• Oversee departmental training needs and assignments using the eLearning Management System in collaboration with the Abode training team and/or department leads.
• Ensure proper setup of front desks for desk clerk operations.
• Maintain centralized administrative records related to operations and facilities.
• Work in conjunction with APM Broker to ensure timely renewal of commercial/office/retail leases, real estate licenses, and develop tracking and monitoring systems to ensure compliance with real estate licensing authorities and requirements.
• Maintain organized records and tracking logs for resident and community grievances, complaints, notices of violations, and related responses to ensure proper documentation, follow-up coordination, and compliance with organizational procedures.
• Assist leadership with tracking resolution timelines and ensuring appropriate documentation is maintained for departmental records.

Systems, Documentation and Database Administration:

• Assist in maintaining operational databases and integrated systems including property management platforms and department workflow tools. Serves as the department support for…