Office Assistant

POSITION SUMMARY:

The Office Assistant supports the day-to-day administrative operations of an Everabode Property Management manufactured housing community. This role assists the Community Manager with clerical, customer service, and organizational tasks that keep the community office running and give residents, prospects, and vendors a positive experience. The ideal candidate is organized, dependable, and customer focused.

• Provide administrative support to the Community Manager, including filing, data entry, and document management.
• Maintain organized resident files, and confirm documentation is complete, accurate, and current.
• Perform general office duties to keep the community office running smoothly, including supplies, mail, and office equipment.
• Enter and update resident, lease, and work order information in company systems.
• Maintain the community office calendar and appointment schedule.

• Answer phones, respond to emails, and greet residents, prospects, and vendors in a professional manner.
• Assist with resident communications, notices, and correspondence as directed.
• Log resident concerns and service requests in the company system, route them to the right person, and follow up until closed.
• Refer resident matters that require a decision, including delinquency, violations, and lease questions, to the Community Manager.

• Support leasing and sales activities by preparing paperwork, scheduling appointments, and maintaining records.
• Receive and log inquiries and walk-in traffic, and route leads to the Community Manager or assigned sales team member.
• Assist prospective residents with applications and required documentation, and forward completed files for screening.
• Provide only company-approved information about pricing, availability, and terms, and refer all other questions to the Community Manager.
• Conduct all leasing and sales support activity in compliance with Fair Housing and advertising requirements.

• Process invoices, purchase orders, and basic office paperwork under manager direction.
• Assist with rent collection processes, including accepting payments and issuing receipts where applicable.
• Post payments accurately, prepare deposits, and reconcile daily receipts in line with company financial controls.
• Track delinquency reports and make reminder calls as directed by the Community Manager.

• Coordinate appointments with vendors and service providers as needed.
• Support compliance with company policies and housing regulations.
• Collect and file vendor certificates of insurance and W-9s before work begins.
• Track community licenses, permits, and inspection due dates, and alert the Community Manager ahead of deadlines.
• Maintain the confidentiality and security of resident files, payment information, and personnel records.

• Ability to read and write at a high school level required; high school diploma or equivalent is preferred.
• Administrative or office support experience preferred.
• Experience in a property management or real estate office setting is a plus.
• Ability and willingness to work on-site at the community on a full-time basis.

• Strong organizational skills and attention to detail.
• Excellent customer service and communication skills.
• Basic proficiency with Microsoft Office (Word, Excel, Outlook) or similar systems.
• Ability to learn property management software such as Yardi, Rent Manager, or App Folio.
• Ability to manage multiple tasks and prioritize effectively.
• Professional demeanor and positive attitude.
• Accuracy with numbers, including posting payments and reconciling receipts.
• Discretion and confidentiality with resident files, payment information, and other personal or financial records.

• Reliable transportation required.
• Employment is contingent on satisfactory completion of a background screening.
• Must complete company-required Fair Housing, safety, and anti-harassment training as assigned.

• This position is primarily on-site at the assigned community in Greenwood, IN
• The role requires extended periods of sitting at a desk and working on a computer, with frequent typing and reading.
• The role requires occasional standing, walking, bending, and reaching to file and retrieve records.
• The role requires the ability to lift, carry, push, and pull up to 25 pounds occasionally, such as office supplies and file…