Office Assistant

Job Summary

North Capitol at Plymouth, a 69-unit RHF affordable housing facility, is seeking an Office Assistant.

This role supports the mission of providing affordable housing and service coordination for individuals with limited income.

The Office Assistant will handle a variety of clerical and administrative duties, ensuring smooth office operations.

Working closely with residents, staff, and outside agencies, this position requires patience, compassion, and an ability to thrive in a fast-paced, service-oriented environment.

Key Responsibilities

Document & File Management


* File Organization: Organize and file documentation in a systematic and easily accessible manner.


* Data Entry: Enter and update resident information and property data, ensuring accuracy and timeliness.


* Correspondence Management: Assist with written communication for residents, other staff, and outside agencies, including vendors and partners.

Resident & Applicant Communication


* Phone Management: Answer incoming calls, address inquiries, take detailed messages, and direct calls to appropriate staff as necessary.


* Annual Recertifications: Schedule recertification appointments with residents, gather required documentation, and update records.


* Applicant Coordination: Contact prospective residents to schedule interviews, manage the property waiting list, and update application records.

Maintenance Coordination


* Work Order Intake: Receive and process maintenance work orders from residents, create service requests, and ensure timely communication with maintenance staff.


* Work Order Closure: Confirm work order completion, update records, and inform residents of the status.


* Inspection Assistance: Support annual unit inspections by scheduling appointments and coordinating with residents and maintenance staff.

Office Organization & Project Assistance


* Office Projects: Plan and complete organizational projects to improve office efficiency and record-keeping.


* General Support: Provide support to the Manager and Assistant Manager, completing other administrative tasks as assigned.


* Event Preparation: Assist with the preparation of meetings, events, or resident activities as needed.

Qualifications

Education & Experience


* High School Diploma or equivalent required.


* Experience in an office environment preferred, with knowledge of general office procedures and filing systems.

Skills & Abilities


* Proficiency in Microsoft Excel and Word.


* Communication Skills: Ability to effectively communicate with a diverse population in both written and verbal forms.


* Organizational Skills: Highly organized with an attention to detail, able to prioritize tasks and work independently.


* Initiative & Adaptability: Self-motivated with the ability to work under pressure, manage multiple tasks, and meet critical deadlines.


* Interpersonal Skills: Demonstrates patience, compassion, and an ...