Office Assistant

Job Summary:

The Office Assistant at Pioneer Towers (an RHF community) provides essential administrative support to the Administrator and property management team, ensuring smooth daily operations. This role involves assisting with project operations, compliance with HUD and Tax Credit requirements, vacancy management, resident services, payroll, and other key tasks. The ideal candidate is organized, efficient, and thrives in a senior living or low-income housing environment.

Key Responsibilities:

Administrative & Operational Support:

• Assist Administrator & Staff with project operations and compliance with HUD and Tax Credit requirements.
• Manage Vacancy Rates: Ensure vacancy rates are kept below 2% and manage the waitlist.
• Support Financial Operations: Help resolve delinquent and prepaid balances.
• Employee Relations: Assist in recruitment, employee relations, payroll, and rent collection, including issuing notices.
• Facility Management: Coordinate unit inspections, maintenance, vendor management, and bidding.
• Reserve for Replacement: Assist with preparation and processing of reimbursements.
• Budget Management: Support budget management and cost-reduction initiatives.
• Prepare for Inspections: Assist with preparing for inspections such as REAC, MOR, TCAC, and audits.

Administrative Support:

• File & Record Management: Maintain files, reports, and resident records in a confidential and organized manner.
• Communication Management: Manage phone calls, emails, and mail, directing inquiries to the appropriate staff.
• Scheduling & Coordination: Schedule appointments and coordinate property management meetings.
• Resident Communications: Assist with notices, newsletters, and other communications for residents.
• Data Entry: Update tenant information and process work orders.

Customer Service:

• First Point of Contact: Greet residents, guests, and vendors, providing professional assistance.
• Inquiry Handling: Address general inquiries from residents and visitors, ensuring excellent customer service.
• Issue Escalation: Assist with resident requests and escalate issues to the Administrator as needed.

Office Management:

• Office Organization: Ensure the office is clean, organized, and fully stocked with necessary supplies.
• Document Preparation: Prepare reports, forms, and other documents as requested by the Administrator.
• Event Coordination: Assist with organizing community events and managing event logistics.
• File Management: Maintain both physical and digital filing systems, ensuring proper labeling and storage.

Compliance & Reporting:

• Rental Applications & Certifications: Assist with processing rental applications, certifications, and recertifications to ensure compliance with HUD and RHF policies.
• Lease Tracking: Track tenant lease agreements and related documentation, ensuring deadlines are met.
• Routine Reporting: Prepare and submit routine property reports to the Administrator and RHF headquarters.

Education & Experience:

• Education: High school diploma or equivalent required; some college or administrative coursework preferred.
• Experience: Minimum of 2 years in an administrative role, preferably in property management, senior living, or affordable housing.

Skills & Abilities:

• Organizational Skills: Strong time management skills with the ability to multitask in a fast-paced environment.
• Communication Skills: Excellent verbal and written communication abilities.
• Software Proficiency: Proficient in Microsoft Office Suite (Word, Excel, Outlook). Experience with property management software (e.g., Yardi, RealPage) is a plus.
• Confidentiality: Ability to maintain confidentiality and professionalism.
• Customer Service: Strong customer service orientation, especially when interacting with seniors and residents from diverse backgrounds.

Physical Requirements:

• Ability to sit, stand, and walk for extended periods.
• Ability to lift or move office supplies and equipment (up to 25 lbs).
• 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 (Full-Time, 40 Hours/Week) may be eligible for overtime pay in accordance with federal and state law. The anticipated base pay range for the position is $23 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 50 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 lives—because at RHF, we believe in making every day better for those who need it most.

Salary : $23