Job Description

BanCal Property Management is a fast-growing multi-family and HOA property management company that operates a portfolio of properties in San Francisco, CA.  BanCal is looking for an Administrative Assistant, who is responsible for the Community Manager of a single homeowners' association's (HOA's) operations.  

The HOA is a 396-unit condominium development in San Francisco that comprises 14 buildings across seven beautifully landscaped acres.  

We are seeking an Administrative Assistant to become one of the two-person onsite management team, working closely with our Community Manager, residents, owners, vendors, and Board of Directors. This is an ideal position for a responsible and proactive professional who is interested in real estate, property management, customer relations, and office management.  

This is a full-time, onsite position that is eligible for employee benefits.  The schedule is 9 am - 6 pm, Monday – Friday. 

KEY DUTIES:

The Administrative Assistant is the first line of communications to residents, vendors, and other community members. They will check office communications throughout the day, including emails, web form submissions, and voicemails. The assistant also manages maintenance requests and will reach out to residents to inform them when to expect broken equipment to be repaired. 

RESPONSIBILITIES INCLUDE: 

• Manage and respond to incoming communications, including emails, phone calls, voice messages, and web form submissions 

• Respond to face-to-face inquiries at the HOA's management office 

• Follow-up on maintenance and repair requests and ensure successful resolution 

• Order office and maintenance supplies and ensure inventories are up to date 

• Support prospective and current residents and tenants on required documents, keys, garage door openers, and other move-in and move-out matters 

• Maintain online records, including those related to finance and administration, and support routine bookkeeping 

• Gather information for board meetings and create PDF board books in advance of each meeting 

• Create routine notices and distribute via print and electronically 

• Support utilities reporting by downloading monthly logs for each of fourteen buildings 

• Log-in package information and assist residents with pick-up of packages 

• Review of security camera video footage  

• Process document requests for sales agent and lenders on Homewise Docs

KEY QUALIFICATIONS AND COMPETENCIES:

• Highly developed written and oral communication skills, including the ability to communicate across digital platforms and in-person 

• Attention to detail 

• Effective time management, including prioritization of time-sensitive items and the ability to meet deadlines 

• Organizational skills 

• Diplomacy and strong interpersonal skills to support relationships with residents and business associates 

• Ability to work as part of a team 

• Proficiency with word processing software such as MS Word; additional technology skills are helpful (e.g., MS Excel)

Previous experience in property management or office management are an asset but not required. 

Company Description

We are a property management firm that manages 2,400+ highly-desirable units in and around San Francisco. We believe that putting our team first allows them to be their happiest and perform their best.