Administrative Assistant

WHY MIDPEN

At MidPen we build communities that change lives. Since 1970 we have been committed to our mission: to provide safe affordable housing of high quality to those in need; establish stability and opportunity in the lives of residents; and foster diverse communities that allow people from all ethnic social and economic backgrounds to live in dignity harmony and mutual respect.

We develop affordable housing provide professional property management for all our communities and coordinate robust onsite support programs that help residents thrive. We are active in 12 Northern California counties and have earned recognition as one of the nations leading non-profit developers and stewards of affordable housing. Our current portfolio of more than 130 properties is home to 20000 working families seniors and people with special needs. We take pride in delivering affordable housing solutions and we invite you to join us on a journey toward social and economic stability and opportunity.

ABOUT PROPERTY MANAGEMENT

The Property Management team is responsible for operating and maintaining our beautiful communities but beyond that they are relationship builders and the heart and soul of MidPen. Rooted in our ICARE values (Integrity Collaboration Accountability Respect and Excellence) Property Management works closely with our residents our community partners and their fellow MidPenners including close collaboration with our Resident Services team.

BENEFITS AND COMPENSATION

In 2025 MidPen was again certified as an official Great Place to Work and for good reason! In addition we offer a best-in-class benefit package that includes healthcare options (Kaiser or Sutter) dental vision life & disability insurance. We also offer a wide range of voluntary benefits; 403(b) retirement investment opportunity and annual financial literacy and retirement planning options FSA for childcare medical and commuter benefit options Employee Assistance program and pet insurance for our furry feathered and scaled friends. In addition to 14 paid company holidays which include a paid winter holiday break between Christmas and the New Year we offer 4 paid wellness days for employees to disconnect and recharge. As a learning organization we encourage professional development and career advancement and we offer up to $3000 annually ($12000 lifetime maximum) for education assistance with tuition reimbursement and/or loan debt relief that includes qualified family members. And as a family-friendly company we offer a paid time off parental leave benefit of 12 weeks in a 12-month period for new or expecting parents. Check out our benefits snapshot on our careers page.

PAY RANGE

$69000 - $76000 Annual Salary - Pay based on applicable experience and qualifications

POSITION OVERVIEW

Under the direction of the Director of Leasing and Associate Director(s) of Leasing the Administrative Assistant is responsible for maintaining and supporting the leasing operation of administrative functions.

ESSENTIAL DUTIES

• Performs administrative duties (posts and distributes any leasing notices and serves as a liaison with internal and external vendors and MidPen partners).
• Performs other duties as required.
• Attend in-house and off-site training(s) and company events as required.
• In the event of building emergencies (flood fire and riots) notify appropriate emergencies or management personnel. Maintains familiarity with emergency evacuation procedures and building systems. (elevator water shut off and gas shut off).
• Assists leasing team(s) with office supplies orders or any other logistics needs for efficiency of leasing office set ups.
• Maintain professionalism and confidentiality in interactions (with both internal and external partners.
• Complies maintains and updates company files in MidPens database/software.
• Answers incoming calls and routes messages appropriately.
• Assists in the monitoring and review of Leasing Trackers for up-to-date accuracy.
• Provides general administrative support to the Associate Director with special projects.
• Schedule Meetings (coordinates meeting(s) and event(s) for the Leasing Department Leadership Team.
• Assists with Temporary Leasing Office Set Up for new lease ups in MidPens pipeline (identify location space prepare temp office lease agreements and set up logistics).

QUALIFICATIONS

To perform this job successfully an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the education knowledge skill and/or ability required.

Education and Experience

• High School Diploma/GED equivalent and a minimum of one-year related receptionist or administrative experience or a combination of education and experience

Knowledge Skills and Abilities

• Proficiency using Microsoft Office (Excel Word PowerPoint and RealPage) highly preferred
• Demonstrated ability to exercise good judgment and discretion in handling confidential materials and matters
• Excellent interpersonal skills and ability to deal with problems and handle applicants/residents and customers in a calm empathetic manner. Sensitivity to issues facing homeless disabled and elderly populations
• Strong written and verbal communication skills
• Demonstrated ability to complete assigned tasks independently and ability to meet deadlines using demonstrated time management skills
• Must possess a valid California drivers license reliable transportation and proof of current auto insurance policy
• Commitment to the Mission and Values of MidPen Services and MidPen Housing

Physical Requirements

• Constantly perform desk-based computer tasks frequently sitting
• Occasionally stand/walk reach/work above shoulders grasp lightly/fine manipulation grasp forcefully use a telephone sort/file paperwork or parts lift/carry/push/pull objects that weigh up to 15 pounds
• Rarely twist/bend/stoop/squat kneel/crawl

Working Conditions

• This is a hybrid position based on current MidPen policy of working Tuesdays and Thursdays in the Union City Office. Monday Wednesday and Friday option to work from home or the office. When working from home requires a reliable internet connection.

This description reflects management assignment of essential functions; it does not proscribe or restrict the tasks that may be assigned.

EQUAL OPPORTUNITY EMPLOYER

MidPen Housing Corp. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race color religion age sex national origin disability status genetics protected veteran status sexual orientation gender identity or expression or any other characteristic protected by federal state or local laws.

Consistent with its obligations under the law MidPen Housing Corp. will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job. MidPen strives to have a workforce equipped to best serve our communities.