Office Assistant (Admin)

Pilgrim Tower North in Pasadena is seeking an organized, detail-oriented Office Assistant to provide essential administrative support to the Property Manager and site team, ensuring smooth day-to-day operations in a senior living or affordable housing environment.

Responsibilities

• Provide administrative support by 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 for property management.
• Assist in the preparation and distribution of notices, newsletters, and other resident communications.
• Perform data entry, including updating tenant information and processing work orders.
• Serve as the first point of contact for residents, guests, and vendors, delivering friendly and professional customer service.
• Address general inquiries from residents and visitors, escalating issues to the Property Manager as needed.
• Maintain office cleanliness and organization, ensuring supplies are stocked and equipment is functional.
• 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 proper labeling and storage of documentation.
• Assist with processing rental applications, certifications, and recertifications in compliance with HUD and RHF policies.
• Track tenant lease agreements and related documentation to meet deadlines and compliance requirements.
• Prepare and submit routine property reports to the Property Manager and RHF headquarters.
• Provide general clerical support for special projects or additional tasks assigned by the Property Manager.
• Coordinate maintenance requests and follow up on the status of work orders.
• Perform other duties that support the efficient functioning of the property.

Requirements

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 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.

Pay

The anticipated base pay range for this non-exempt position is $23.00 per hour, with eligibility for overtime pay in accordance with federal and state law.

Benefits

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

About the Organization

At RHF, we are dedicated to making a meaningful difference in the lives of our residents. With over 60 years of experience in providing affordable housing and supportive services, RHF is a mission-driven organization focused on the well-being, independence, and dignity of every resident. We offer a collaborative and supportive work environment, opportunities for professional growth, and a commitment to creating vibrant communities where individuals can thrive.