Office Assistant

Carlin (The) a 162-unitolder adult residential community is seeking an Office Assistant. This role provides essential administrative support to the Property Manager and the team ensuring smooth daily operations of the office. This role is responsible for handling office tasks answering phone calls greeting residents and visitors assisting with clerical tasks and ensuring compliance with all administrative procedures. The ideal candidate is organized efficient and enjoys working in a senior living or low-income housing environment.

Administrative Support:

• Assist the Property Manager and Assistant Property Manager in maintaining files reports and resident records in an organized and confidential manner.
• Manage incoming phone calls emails and mail directing inquiries to the appropriate department or staff member.
• Schedule appointments and coordinate meetings as necessary for property management.
• Assist in the preparation and distribution of notices newsletters and other communications for residents.
• Perform data entry including updating tenant information and processing work orders.

Customer Service:

• Serve as the first point of contact for residents guests and vendors by welcoming and assisting them in a friendly and professional manner.
• Address general inquiries from residents and visitors ensuring a high standard of customer service is always maintained.
• Assist with resident requests providing appropriate resources or escalating issues to the Property Manager.

Office Management:

• Maintain the cleanliness and organization of the office ensuring supplies are stocked and equipment is functioning properly.
• Prepare reports forms and other documents as directed by the Property Manager.
• Assist with organizing community events or resident activities including managing event logistics.
• Manage filing systems both physical and digital ensuring all documentation is properly labeled and stored.

Compliance & Reporting:

• Assist with processing rental applications certifications and recertifications ensuring documentation meets Tax Credi and RHF policies.
• Help track tenant lease agreements and other related documentation ensuring deadlines and compliance requirements are met.
• Prepare and submit routine property reports to the Property Manager Assistant Property manager and RHF headquarters as needed.

Other Duties:

• Provide general clerical support for special projects or additional tasks assigned by the Property Manager.
• Assist in the coordination of maintenance requests and follow up on the status of work orders.
• Perform any other duties that support the efficient functioning of Marymount Manor.

Qualifications

Education & Experience:

• High School diploma or equivalent required; some college or administrative coursework preferred.
• Minimum of 2 years of experience in an administrative role preferably in property management senior living or affordable housing.

Skills & Abilities:

• Strong organizational and time management skills with the ability to multitask and prioritize in a fast-paced environment.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word Excel Outlook) and property management software (e.g. Yardi RealPage) is a plus.
• Ability to maintain a high level of confidentiality and professionalism in all interactions.
• Strong customer service orientation with the ability to interact with seniors and residents from diverse backgrounds.

Physical Requirements:

• Ability to sit stand and walk for extended periods of time.
• Ability to lift or move office supplies and equipment up to 25 pounds.
• Occasional local travel may be required for errands or community-related tasks.

Compensation

Actual base salary considers several factors including but not limited to geography job-related knowledge experience and budget. The start of the salary range is typically associated with the minimum experience required.

The role is considered non-exempt so will be eligible for overtime pay in accordance with federal and state law. The anticipated base pay range for the position is $22.00-$22.00 per hour.

Benefits:

• Competitive pay
• Health dental and vision insurance
• Paid time off and holidays
• Retirement savings plan
• Employee assistance and more
• Term life and Voluntary supplemental life insurance

Why RHF

At RHF we are dedicated to making a meaningful difference in the lives of our residents. We strive to create vibrant communities where individuals can thrive regardless of age or background. With over 60 years of experience in providing affordable housing and supportive services RHF is a mission-driven organization that focuses on the well-being independence and dignity of every resident we serve. We offer a collaborative and supportive work environment opportunities for professional growth and a commitment to making a lasting impact in the communities we serve. Join us in our mission to create positive change and improve livesbecause at RHF we believe in making every day better for those who need it most.

Required Experience:

Junior IC