POSITION: Facilities and Property Administrative Assistant
PROGRAM/LOCATION: Boccardo Regional Reception Center, San Jose
SHIFT: Day
REPORTS TO: Facilities Director
STATUS: Regular Full Time, Non-exempt
COMPENSATION: $28-$32/Hourly
ABOUT HOMEFIRST
Established in 1980, HomeFirst™ is a nonprofit organization passionately working to end homelessness. We serve the Bay Area community through low-barrier programming and systems leadership – meeting each person where they are by offering support and resources that address immediate and long-term housing needs. With nearly 45 years of experience, we view housing as a fundamental human right and understand that solving homelessness requires a collaborative effort.
POSITION OVERVIEW
Reporting to the Facilities Director, the Administrative Assistant is responsible for supporting Purchasing, Facilities and Property Management.
DUTIES/RESPONSIBILITIES:
- Provide administrative support for Purchasing, Property Management and Facilities management.
- Assist in Managing CMMS management system (work order system)
- Dispatch appropriate staff members accordingly to address maintenance requests/work orders.
- Assist Purchasing in processing purchase requests, records retention, and other clerical duties.
- Manage inventory, place orders and complete expense reports
- Forward emails to the appropriate parties and respond to general inquiries.
- Maintain the organization of shared folders on the network.
- Keep the company directory up to date and accessible.
- Collect and sort incoming mail & other deliveries; stamp and send outgoing mail; prepare shipping paperwork for FedEx or USPS.
- Assists other facility members in the implementation and organization of internal and building to building moves.
- May be involved with communicating and coordinating with movers, vendors and other internal/external staff members as required. May work as the backup liaison to other in-house support groups.
- Takes maintenance requests, distributing and closing out work orders as required. Coordinates service requests as needed.
- Liaison with landlord and or building staff regarding required maintenance tasks.
- Daily contact with vendors and contractors to schedule miscellaneous repairs and maintenance.
- Work with Facility Management to ensure completion of all special projects as assigned.
- May require additional work consisting of overtime and/or on call duties.
- Code and process vendor invoices entering invoices into accounting system, and month end reconciliation.
- Assist with Preparation of monthly facility reports.
- May perform other duties as assigned.
Education & Experience:
- 1+ years in an Administrative or Property Management role preferred.
- Proficient in Microsoft software such as Word and Excel.
- Data Entry experience. Excel a must.
Skills & Abilities:
- Ability to understand, create and interpret written and verbal instructions.
- Demonstrate strong ethics and interpersonal skills.
- Health, TB, background clearances and any other mandatory State/Fed requirements upon hire.
- Valid driver’s license and reliable transportation.
Characteristics:
- A desire to work in a nonprofit setting involving individuals who are experiencing homelessness, mentally ill, chemically addicted and/or of diverse cultural or racial origins.
- A passion to support the HomeFirst Services mission and ability to articulate its philosophy, values, and practices to internal and external stakeholders.
BENEFITS
HomeFirst provides comprehensive benefits, including 100% employer-paid medical, dental, and vision coverage and additional wellness options like chiropractic care, mental health support, pet insurance, and an Employee Assistance Program. We offer a 401(k)-retirement plan with generous matching, life and disability insurance, flexible spending accounts, commuter benefits, and workers’ compensation. Employees enjoy 12 holidays, sick leave, and PTO starting at 15 days annually, increasing with tenure, plus 4 hours of civic engagement leave annually to volunteer.
ORGANIZATIONAL EQUITY STATEMENT
At HomeFirst, diversity, equity, and inclusion guide our services, workplace, and decisions. Recognizing housing as a social justice issue, we prioritize equitable practices, honor lived experiences and uphold dignity for all. By fostering belonging, accountability, and continuous improvement, we embed DEI values in our processes, recruitment, and leadership, striving for excellence at every level.
HomeFirst is proud to be an Equal Opportunity and Affirmative Action employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity, age, disability, veteran status, or any other status protected by law. We also consider qualified applicants with criminal histories consistent with applicable federal, state, and local law. Additionally, HomeFirst participates in the E-Verify program, as required by law.
HomeFirst is committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application process. If you need assistance or accommodation due to a disability, please let your recruiter know.
