Office Assistant

About the Role

Carlin (The) is a 162-unit older adult residential community seeking an Office Assistant to provide essential administrative support to the Property Manager and the team, ensuring smooth daily operations of the office.

Responsibilities

• 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 Credit 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 the community.

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 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.

Pay

The anticipated base pay range for this non-exempt position is $22.00 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 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.