Administrative Assistant

The Office Assistant at Farrfield Manor
, an RHF community, provides essential administrative support to ensure smooth and efficient daily operations. Farrfield Manor is a three-story Independent Living Community designed for older adults aged 62 and above, consisting of 74 one-bedroom apartment homes—four of which are accessible to our mobility-impaired residents, with one unit adapted for individuals who are hearing and/or visually impaired.

The Office Assistant supports the Property Manager and on-site team by handling a variety of office tasks, including answering phone calls, greeting residents and visitors, managing clerical duties, and maintaining compliance with administrative procedures. The ideal candidate is organized, detail-oriented, and enjoys working in a senior living or affordable housing environment.

Administrative Support:

• Assist the 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 HUD 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 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.

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, Real Page) 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.

The role is considered non-exempt and may be eligible for overtime pay in accordance with federal and state law. The anticipated base pay range for the position is $12.00-$12.00 per hour.

• Competitive pay
• Health, dental, and vision insurance
• Paid…