Office Specialist

We are looking for an Office Specialist to support property administration activities for a community in California. This Contract position is ideal for someone who can balance resident service, office coordination, and daily operational support in a housing environment. The person in this role will help keep property records organized, assist with compliance-related processes, and contribute to efficient communication with residents, staff, and external partners.

Responsibilities:
• Oversee administrative and operational activities for the assigned property to help maintain an organized, safe, and resident-focused community.
• Support staff coordination by assisting with scheduling, onboarding, training follow-up, and day-to-day workflow distribution across office and site functions.
• Maintain resident records, waiting lists, and occupancy documentation in accordance with applicable housing regulations, Fair Housing standards, and Section 504 guidelines.
• Coordinate with maintenance teams and outside vendors to track service requests, preventive maintenance activity, repairs, and completion timelines.
• Prepare documentation and organize files needed for audits, inspections, and compliance reviews, ensuring required materials are accurate and readily accessible.
• Assist with rent administration by tracking collections, recording deposit information, monitoring receivables, and escalating delinquent accounts for appropriate follow-up.
• Contribute to annual budget planning and support ongoing expense tracking to help the property operate within approved financial targets.
• Help market available units, process move-ins and recertifications, and keep resident files current and complete under regulatory requirements.
• Conduct or support periodic unit and site inspections, document findings, and coordinate follow-up actions such as work orders, notices, or resident chargebacks.