Office Assistant

Job Summary:

The Office Assistant at Pioneer Towers (an RHF community) provides essential administrative support to the Administrator and staff, 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 a...