Administrative Assistant/Maintenance Dispatcher

Overview

COMPANY SUMMARY:

The John Stewart Company is a full-service housing management, development and consulting organization that began in 1978 with a commitment to providing high quality service in the affordable housing sector. We work to enrich the lives of our residents and employees, while delivering our services cost‐effectively, efficiently and with the highest levels of professionalism, compassion, integrity and respect.

GENERAL SUMMARYResponsible for maintaining compliance on all recertification within company policy and procedures and Section 42 guidelines.

Responsibilities

• Update Board with vacant units and vendor progress
• Update the VCR with ready and inspection dates for the vacant units
• Perform Move out inspection / Move in inspections
• Calculate charges for move outs and forward file to manager for approval
• Schedule unit turnovers with vendors and check to make sure the work is complete
• Create POs in Nexus
• Schedule yearly fire, pool, irrigation inspections
• Create work orders in BP and give to the Maintenance Supervisor. Front Desk will close out work orders.
• Get bids for vendor work
• File work orders
• Schedule vacant units with SHRA Inspection
• Send notice (PTE) every Wednesday for Pest Control
• Prepare annual inspections notices
• Send bids to RM for approval (over $500)
• File vendor’s updated insurance when received. Send notice to vendor for updated vehicle proof of insurance.
• Remove resident from MMA when moved out.
• Contact PG&E and SMUD to change vacant units back to JSCo account.
• Order all maintenance parts

Qualifications

To perform this job successfully, an individual must be able to perform each primary job function satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

SKILL

• Business and Management Principles - Knowledge of business and management principles involved in strategic planning, resource allocation, production methods, and coordination of people and resources.
• Problem Sensitivity/ Deductive Reasoning — Ability to tell when something is wrong or is likely to go wrong and then apply general rules to specific problems to produce answers that make sense.  Use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems and considering the relative costs and benefits of potential actions to choose the most appropriate one.
• Written Comprehension and Expression — Ability to read, understand and communicate information and ideas in writing so others will understand.    
• Oral Comprehension and Expression — Ability to listen to, understand and speak so others can understand ideas and information presented verbally.

KNOWLEDGE

• Policies and Regulations — Knowledge of company polices, federal, state and local laws, government regulations and agency rules that pertain to properties managed.
• Sales and Marketing — Knowledge of principles and methods for showing, promoting, and selling services. This includes marketing strategy and tactics, and sales techniques.

EXPERIENCE

• Demonstrated experience in problem identification, analysis, recommendation of options and development of logical and workable solutions.
• Demonstrated knowledge on Microsoft Office programs such as WORD, EXCEL, and OUTLOOK are essential.

WORKING CONDITIONS/ PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Environment/ Requirements

• This position deals with outside personnel such as residents and clients on a regular basis with contact in various forms such as in person, phone and email.   
• The location of the position changes frequently from indoors to outdoors as site visits are necessary.  However, extreme environmental conditions do not exist.    
• It is sometimes necessary to deal with unpleasant or angry people with the need to problem solve difficult situations.
• It is necessary to adapt to a frequently changing environment.
• Sitting and standing is as needed. 
• It is necessary for the position to travel independently to property locations on a regular basis.

This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with this job.  While this job description is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change.  This job description replaces all previous descriptions for this position.

Benefits-at-a-glance

 Benefits for Employees who work 30+ hours/week -

• Medical, dental and vision care; preventative medical care paid at 100%.
• Vacation leave of up to ten days per year in the first year.
• Up to 80 hours of sick time per year.
• Flexible Spending Accounts for Health Care and Dependent Care.
• Company paid Life AD&D Long Term Disability.
• Free, confidential counseling through our Employee Assistance Program.
• Commuter benefit program.
• Discounts for AT&T and ClassPass.
• $100 annual Wellness Reimbursement.
• Matching 401(K) Retirement Savings Plan of up to 2% of your compensation (for any employee who works 20 hours or more per week).

Benefits for Employees who work less than 30 hours/week - 

• Free, confidential counseling through our Employee Assistance Program.
• Commuter benefit program.
• Discounts for AT&T and ClassPass.
• $100 annual Wellness Reimbursement.
• Matching 401(K) Retirement Savings Plan of up to 2% of your compensation (for any employee who works 20 hours or more per week)
• Up to 80 hours of sick time per year.

Equal Opportunity Employer

The John Stewart Company provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, veteran status, or any other consideration made unlawful by federal, state, or local laws. The John Stewart Company will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance and Los Angeles Fair Chance Initiative.

Compensation: 24.5 to 26.5 (USD)