Administrative Assistant; Foon Lok East

Administrative Assistant (Foon Lok East)

Oakland, California

At Mid Pen, 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 nation’s leading non‑profit developers and stewards of affordable housing. Our current portfolio of more than 130 properties is home to 20,000 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, economic, and racial equity.

Mid Pen is, once again, proud to be certified as an official Great Place to Work® in 2025.

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 Mid Pen. Rooted in our ICARE values (Integrity, Collaboration, Accountability, Respect, and Excellence), and our Guiding Principles of diversity, equity, inclusion, and belonging, Property Management works closely with our residents, our community partners, and their fellow Mid Penners — including close collaboration with our Resident Services team.

• Performs administrative duties (sorts and distributes mail, prepares correspondence, posts and distributes tenant notices and serves as a liaison with internal and external vendors)
• Maintains office supplies and equipment; obtains vendor quotations, as needed
• Answers incoming calls and routes messages appropriately
• Ensures organization of front desk
• Complies, maintains, and updates company files
• Assists and monitors Community Policies and House Rules
• Supports residents with work orders and maintains work order log. Ensures work orders are completed and follows up with residents to assure satisfaction
• Assists in new resident application process
• In the event of building emergencies (flood, fire and riots) notifies appropriate emergency or management personnel. Maintains familiarity with emergency evacuation procedures and building systems. (elevator, water shut-off and gas shut off)
• Attends in‑house and offsite trainings and company events, as required
• Performs other duties as required

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.

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

• Proficiency using Microsoft Office (Excel, Word, PowerPoint and Real Page) 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 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 Driver’s License, proof of current auto insurance, and reliable transportation

• 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 10 pounds
• Rarely…