Office Assistant

Job Summary:

The Office Assistant at Oak Knoll Villa, an RHF community, provides essential administrative support to the Property Manager and the team, ensuring smooth daily operations of the office.

This role is responsible for handling office tasks, answering phone calls, greeting residents and visitors, assisting with clerical tasks, and ensuring compliance with all administrative procedures.

The ideal candidate is organized, efficient, and enjoys working in a senior living or low-income housing environment.

Oak Knoll Villa is a two-story apartment community specifically designed for older adults who are at least 62 years of age.

There are 60 one-bedroom units, four of which are accessible units designed to benefit the mobility, hearing or visually impaired.

Key Responsibilities:


* 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.
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