Administrative Assistant

Summary: The Administrative Assistant’s primary responsibility is to provide administrative support to Burbank Housing Management Corporation (BHMC). This position requires the ability to work well with people in a fast-paced, multi-tasking environment while maintaining a high level of professionalism. Excellent verbal and written communication skills are required; bilingual in English/Spanish preferred. Due to the sensitivity of resident issues, confidentiality must be practiced at all times. The Administrative Assistant must have a basic working knowledge of affordable housing property management and maintain open communications with both BHMC and Burbank Housing Development Corporation’s (BHDC) administrative staff and other employees.

Specific Duties and Responsibilities: The following reflects Burbank’s definition of essential functions for this job but does not restrict the tasks that may be assigned.

1. Assists with all administrative support, such as Vacancies and Maintenance Calendar etc.
2. Works with Compliance Department staff to coordinate site inspections relative to stakeholders.
3. Works with the Director of Property Management and the Assistant Director of Property Management to facilitate management-related issues and tasks.
4. Schedules staff meetings and prepares agendas as needed.
5. Set up permissions for new employees on all platforms (Rent Café, Voyager, Right Source, MIQ, Yardi resident screening) and manages Yardi Property list assignation to site staff.
6. Manages approved vendors, including maintaining vendor charge account lists, cards, feedback, etc.
7. Coordinates out-of-office list and disperses to answering service as needed.
8. Coordinates after-hour calls and messaging to properties.
9. Manages Fire Alarm and Backflow Testing certification documentation.
10. Coordinates ordering and distribution of Maintenance & Janitorial gear for site staff.
11. Coordinates scheduling cleaning and maintenance of all Burbank owned Solar Panels.
12. Provide access and training material on the use of Boostlingo or other language assistance platforms to site staff.
13. Coordinate translation needs for documents for in-house legal and site staff.
14. Code invoices for legal services.
15. Performs other tasks and special projects as assigned.