Office Assistant

We are looking for a dedicated and resourceful Office Assistant (on-site at our San Leandro office) to support our growing East Bay portfolio and embody 2B Living’s core values. You tackle challenges head-on and thrive on solving problems with resourceful, effective solutions. You’re not afraid to step out of your comfort zone to grow courageously, continuously improving and adapting in a dynamic environment. A true team player, you believe in rowing together, fostering collaboration and strong relationships to ensure accuracy, efficiency, and excellence in day-to-day office operations. Your commitment to building it better drives you to maintain the highest standards of organization and service, delivering exceptional results for our properties, clients, and team members. If this sounds like you, we’d love to have you join our mission to build it better and run properties right!

The Office Assistant role serves as the hub of daily operations at 2B Living’s San Leandro office, supporting our East Bay property portfolio by managing mail and document workflows, assisting with rent check processing, handling shipping and mail runs, maintaining office supplies, and providing front desk customer service. This role works closely with our East Bay Property Managers, the Accounting team, and the People Operations team to keep the office running smoothly for a rapidly growing portfolio. The ideal candidate is organized, detail-oriented, and comfortable being the first point of contact for visitors, vendors, and tenants alike.

Key Responsibilities

• Rent Checks & Financial Documents

  • Assist with receiving, logging, and processing rent checks for East Bay properties.

  • Input and process vendor, refund, tax, and other incoming checks.

  • Prepare and organize check deposits for office and bank runs.

  • Mail back checks when necessary, including generating return letters.

  • Print check receipts for tenants upon request.

  • Print checks received from Accounting and prepare them for mailing or pickup.

  • Organize and store checks in weekly/monthly dated envelopes for recordkeeping.

• Mail Processing & Document Management

  • Open, sort, assign, scan, and email all incoming mail (including NOVs, Housing Authority notices, past-due invoices, legal notices, etc.).

  • Open, scan, and upload vendor invoices into AppFolio.

  • Receive, scan, and distribute legal documents.

  • Print, fold, and mail rent increase notices.

  • Print, fold, and mail onboarding letters (occasionally).

  • Open, review, assign, and manage the shared office email inbox (Hiver) daily.

  • Scan and email Business Registration Certificates.

• Mail Runs & Shipping

  • Complete daily mail runs for regular outgoing mail, Priority Mail, and overnight deliveries.

  • Maintain the monthly mail spreadsheet by tracking postage charges and allocating bill-back expenses to the appropriate properties.

  • Manage the postage machine, including paying invoices and ordering postage, stamps, and ink.

• Office Supplies & Inventory

  • Monitor inventory of envelopes, printer paper, and general office supplies.

  • Submit supply orders to keep the office stocked.

  • Maintain office organization.

• Front Desk & Customer Service

  • Greet and assist visitors, vendors, owners, prospective tenants, current tenants, and legal servers.

  • Answer general office questions and assist East Bay Property Managers with tenant inquiries.

  • Answer calls from Property Managers and Regional Managers.

  • Receive and organize office keys for pickups.

  • Other tasks as assigned.

Requirements

• High school diploma required; Associate’s or Bachelor’s degree a plus.

• Prior experience in an administrative, front desk, or customer service role preferred; property management experience a plus.

• AppFolio experience preferred.

• Experience handling checks, payments, or cash a plus.

• Exceptional attention to detail and organizational skills.

• Strong time management abilities and comfort juggling multiple priorities in a fast-paced environment.

• Excellent written and verbal communication skills.

• Ability to work both independently and collaboratively in a team-oriented environment.

• Comfortable with basic office equipment (postage machines, scanners, printers) and Microsoft Office / Google Workspace.