ESSENTIAL DUTIES AND RESPONSIBILITIES The Operations Associate is responsible for providing administrative support for all Property Management activities, including Leasing & Compliance, Portfolio Management, Maintenance, and Code Compliance. They will work closely with senior staff to administer current/ongoing initiatives as well as introduce new measures that promote the development of all property management operations and staff members. Specific duties and responsibilities include:
Provide general assistance and administrative support to the Property Management staff, including but not limited to:
Sorting and forwarding mail, as appropriate
Assisting with large mailings
Assisting with the maintenance and alteration of office areas and equipment
Assisting with the maintenance of office equipment, including copier, fax, scanning capabilities, etc.
Assisting with scheduling as required by senior management staff
Ordering and tracking office supplies and furniture for the department in accordance with RiseBoro’s purchasing policies and budgetary restrictions
Maintaining accurate and up-to-date tenant and other files, records, and documentation (physical and electronic)
Following up on requests for documentation generated by the Legal, Collections, and Risk Management teams
Work with senior staff to develop, implement and track methods of assessing the performance of each function
Develop, implement, and maintain reporting tools such as spreadsheets, graphs, and dashboards
Provide suggestions and insight on how to improve on, or develop new initiatives and campaigns to foster growth within the Property Management function
Troubleshoot and implement innovative solutions to administrative issues as they arise
Provide assistance and support to department activities such as audit response and coordination, responding to violations, organizing work planning sessions, engaging in outreach activities, and coverage to support building operations
Assist Business Manager and Operations Manager with finance/HR-related duties, as assigned
Assist with management and coordination of payments for vendor accounts as needed
Assist with the onboarding, training, and development of all Property Management team members including:
Office assignment
Maintaining staff directories and distribution lists
Assisting with onboarding of new Property Management staff
Ensuring termination of staff access to the building, electronic files, copier, and all RiseBoro’s communications (such as voicemail, office 365 applications, programmatic database(s), etc.)
Assist with the planning and implementation of staff training, development activities, fundraising activities, departmental events, and other internal/external meetings as needed
Work with the RiseBoro Community Affairs team to utilize various platforms to create, develop and implement innovative promotional strategies relevant to property management services
Provide support to Community Affairs with photographs, videos, and overall marketing materials
In partnership with the Operations Manager, develop and review branding for Housing Division and represent the Division at Brand Champions meetings/events
Work collaboratively with the Housing Administrative and Operations teams, including VP of Housing, VP of Real Estate, VP of Asset Management, Director of Supportive Services, Business Manager, Operations Managers, and their respective teams
Complete additional administrative tasks as assigned by management
Disclaimer: This role/job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described. It may be amended or updated at any time to remain current with the needs of the organization.
COMPETENCIES
Experience in a fast-paced environment
Excellent verbal and written communication skills
Detail-oriented, disciplined, and organized
Ability to manage time effectively
Proficient in Microsoft Office programs
Ability to be flexible and adaptable based on the needs of the program/organization
Experience working in non-profit organizations and commitment to social justice
Entrepreneurial spirit, ability to problem solve and build relationships
Ability to manage multiple tasks simultaneously and execute goals
Ability to maintain confidentiality and use appropriate discretion
Commitment to RiseBoro’s mission, vision, and values
Ability to understand the concepts of institutional and structural racism and bias and their impact on underserved and underrepresented communities
Commitment to work that supports communities who have experienced systemic oppression and bias (e.g. people of color, LGBTQ+ people, immigrants, justice-involved persons, etc.)
EDUCATION and EXPERIENCE
Bachelor’s degree or
Associate’s degree and 3 years of relevant work experience in a related field or
High School Diploma and 4 years of relevant work experience in a related field
EEO/Affirmative Action Policy StatementIt is the policy of RiseBoro to provide equal employment opportunity to all employees and applicants for employment. No individual will be discriminated against on the basis of race, color, age, creed, religion, national origin, citizenship status, political or union affiliation, marital or partnership status, sex, sexual orientation or affectional preference, gender identity, familial status, genetic information or predisposition or characteristic, disability, status as a victim of domestic violence, status as a veteran or member of the U.S. military and related obligations, or any other characteristic protected by law. This policy applies to all terms and conditions of employment, including but not limited to, recruitment, hiring, job placement, compensation, benefits, training and apprenticeship, employee development, promotion, demotion, discipline, transfer, lay-off and recall, and termination. RiseBoro makes reasonable accommodations based on religion and/or disability as required by law, and requests for accommodation are to be directed to the Human Resources Department.