Assistant Property Manager

Title: Assistant Property Manager

Reports To: Property Manager

Department: Property Management

Location: Oakland, CA

Schedule: Monday through Friday; on-call evenings, weekends, and holidays as needed 

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 employee status, medical and dental benefits on the first of the month following 30 days of employment, life insurance policy at no cost to employee (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

The site includes Low-Income Housing Tax Credit (LIHTC) units, Project-Based Vouchers (PBV), and Veteran Affairs Supported Housing (VASH). The property provides permanent affordable housing to families and veterans, many of whom benefit from on-site supportive services and coordination with case management partners. The Assistant Property Manager (APM) supports the day-to-day operations of an affordable residential community. Under the direction of the Property Manager, the APM plays a critical role in ensuring high-quality property operations, strong resident relations, accurate administrative and compliance functions, and effective coordination with maintenance and resident services staff.

This position serves as a primary point of contact for residents, assists with leasing and compliance activities, and helps ensure the property operates in alignment with all applicable affordable housing regulations and organizational policies.

Essential Duties and Responsibilities

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

Resident Relations & Front Office Leadership

• Serve as a first point of contact for residents and visitors; respond to inquiries, concerns, and requests in a professional, respectful, and timely manner
• Support positive resident relations while consistently enforcing house rules and lease requirements
• Assist with resident communications including notices, letters, and postings
• Schedule appointments and coordinate meetings for the Property Manager as needed

Leasing & Occupancy Performance

• Assist with application intake, waitlist management, and applicant file organization in accordance with regulatory requirements
• Support move-in and move-out processes, including document preparation, unit coordination, and resident orientation support
• Coordinate unit availability updates and support marketing efforts for vacancies as directed
• Track lease expirations and support renewal and notice processes

Compliance & File Management

• Assist with initial, annual, and interim recertifications under supervision of the Property Manager
• Maintain organized and accurate resident files (physical and electronic) in compliance with HUD, LIHTC, and other regulatory standards
• Support audit preparation and respond to compliance requests as directed
• Track reasonable accommodation requests and route appropriately

Maintenance Coordination

• Receive, enter, and track maintenance work orders
• Coordinate access for maintenance staff and vendors, including key control and logging
• Monitor completion of work orders and follow up on outstanding items
• Assist with scheduling unit turns and vendor services

Administrative & Financial Support

• Assist with rent collection support, receivables tracking, and follow-up communications
• Prepare reports and trackers related to occupancy, work orders, certifications, and resident issues
• Support invoice processing, documentation, and internal tracking as assigned
• Maintain calendars, logs, and required property documentation

Team Collaboration

• Work closely with the Property Manager, Maintenance staff, Resident Services, and central office teams
• Participate in staff meetings, trainings, and organizational initiatives
• Perform other duties as assigned in support of property operations

Qualifications

• High school diploma or GED
• Minimum 1–2 years of experience in affordable housing, property management, or a related administrative role
• Strong customer service and interpersonal skills
• Excellent organizational skills and attention to detail
• Ability to manage multiple tasks, prioritize effectively, and meet deadlines
• Proficiency in Microsoft Office (Word, Excel, Outlook); experience with property management software preferred
• Ability to work effectively with diverse populations and maintain professionalism in sensitive situations
• Must be PC literate
• Intermediate Proficiency in MS Office skills (Word and/or Excel).

Preferred

• Experience with HUD, LIHTC, or other affordable housing programs
• Prior experience supporting recertifications or compliance activities

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. 
• Occasionally required to stoop, kneel, climb, and lift up to 5 pounds.
• 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. 
• Close vision required for computer use.
• Ability to work on a computer 8 hours a day as needed.

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.