Desk Clerk

Title: Desk Clerk

Reports To: Property Manager

Department: Property Management

Location: Oakland, CA

Schedule: Monday through Friday

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 employment status, medical and dental benefits on the first of the month following 30 days of employment, life insurance policy at no cost to employees (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 purpose of the PDC Desk Clerk position in the Property Management Department is to provide customer service to residents, guests, and staff while helping maintain the safety, security, and daily operations of the property. This position serves as the first point of contact for the community by assisting with resident inquiries, monitoring building access, coordinating communication, and supporting property management with administrative and operational tasks.

Essential Duties and Responsibilities

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

• Greet residents, guests and vendors in professional and courteous manner
• Monitor building entry and exit activity and maintain visitor and vendor sign-in logs
• Answer phones, take messages and respond to residents’ inquiries
• Receive packages and deliver notices
• Write and submit work orders in Yardi for Maintenance team.
• Issue keys to technicians/vendors, log keys out/in, ensure return of keys
• Issue keys fobs and gate access procedure when applicable
• Assist in the performance of all necessary functions to facilitate Tenant “Move In” and “Move Out” procedures including letters to tenants regarding annual certs, rent due notices (electronic and paper), renewal/move out obligation letter.
• Assist with administrative tasks such, filing, copying, scanning and data entry.
• Assist APM and Property Manager with annual recertifications and interims
• Greet and assist public and tenants with minor requests.
• Make appointments for Property Managers.
• Assist with resident events, notices and community communications.
• Prepare incidents reports and documents for residents’ complaints or concerns.
• Support emergency procedures including fire alarm, medical emergencies and evacuations.
• Collect rent and security deposits and make bank deposits.
• Process weekly invoices.
• Maintain confidentiality of residents and property information.
• Update and track waitlist, parking and garden boxes
• Provide excellent customer service and maintain positive community atmosphere.

Qualifications

• High school diploma or GED required
• Friendly, dependable, and trustworthy with a professional demeanor
• Strong team player with the ability to understand and respond to property needs and challenges
• Excellent organizational skills with the ability to manage multiple priorities in a fast-paced environment
• Proven administrative experience with a proactive and enthusiastic approach to office support
• Proficiency in Microsoft Office Suite, especially Word, Excel, and Outlook
• Detail-oriented with the ability to quickly learn new systems and procedures
• Strong customer service skills with a commitment to providing a positive experience
• Basic knowledge of building structures, along with scheduling and coordination experience, required
• Excellent verbal and written communication skills
• Interest in or experience with property management is a plus

Physical Requirements

• Must be able climb stairs, reach, bend, lift 20-30 pounds, crawl, kneel, stoop, twist, grasp materials with hands and fingers, use arms and legs, able to walk, climb ladders if applicable.
• Regularly required to sit for long periods of time, and occasionally stand and walk; ability to walk up and down stairs.
• 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.

*** Please submit your cover letter and resume. ****

The Unity Council is an Equal Opportunity Employer.