Administrative Assistant

Pratum Companies • Philadelphia, PA

7d • Onsite

About The Position

HELP Philadelphia I & II is seeking a dependable, organized, customer-service-oriented Administrative Assistant to support daily operations at its Project-Based Section 8 affordable housing community. The role provides clerical, administrative, and resident support to help the property operate efficiently and comply with applicable affordable housing program requirements, HUD regulations, and organizational policies. The Administrative Assistant works across multiple scattered-site communities and interacts with residents, staff, vendors, and management while maintaining accurate records and handling sensitive information confidentially.

The position is based in the management office serving HELP Philadelphia I & II. It is a non-exempt, full-time role. The position may be eligible for discretionary and/or performance-based spot or annual bonuses, subject to individual merit or performance, budgetary limitations, company performance, and other job-related factors. Overtime is eligible for all hours worked in excess of 40 per week. Full-time positions of 30 or more hours per week are eligible for two weeks of paid vacation, three weeks of sick and related leave, 11 paid holidays, and health and welfare benefits as outlined on the company website. Pay depends on relevant factors, including experience, qualifications, knowledge, skills, abilities, and client, property, company budgetary, and market considerations.

Requirements

• High school diploma or GED.
• Proficiency in Microsoft Word, Excel, Outlook, and general office equipment.
• Strong written and verbal communication skills.
• Excellent organizational and time-management skills.
• Ability to handle confidential information with discretion.
• Ability to multitask, prioritize responsibilities, and meet deadlines.
• Professional demeanor and commitment to providing quality resident services.

Nice To Haves

• Previous administrative, receptionist, or property management experience.
• Experience with affordable housing, HUD, or Project-Based Section 8 programs.
• Knowledge of HUD affordable housing requirements.
• Familiarity with tenant files, income documentation, and annual recertifications.
• Experience working with diverse populations.
• Strong customer service and problem-solving abilities.
• Ability to work independently and as part of a team.

Responsibilities

• Answer incoming telephone calls, respond to emails, and greet visitors.
• Maintain organized resident files, office records, and administrative documents.
• Prepare correspondence, notices, reports, and other office communications.
• Schedule appointments, meetings, and resident conferences.
• Perform data entry, filing, copying, scanning, and general office duties.
• Maintain office supplies and assist with daily office operations.
• Assist the Property Manager with maintaining resident files and required documentation.
• Help collect and organize annual and interim recertification paperwork.
• Assist with tracking resident certifications, lease documents, and required deadlines.
• Help maintain accurate records in accordance with HUD and affordable housing program requirements.
• Assist with distributing resident notices and compliance-related correspondence.
• Maintain confidentiality of sensitive resident and financial information.
• Provide courteous and professional customer service to residents.
• Assist residents with general questions and direct concerns to the appropriate staff member.
• Receive and document resident requests, complaints, and maintenance work orders.
• Assist with resident communications, notices, and community activities.
• Promote a respectful, welcoming, and professional office environment.
• Assist the Property Manager with daily administrative responsibilities.
• Maintain logs, spreadsheets, and tracking reports.
• Assist with vendor communications and scheduling as needed.
• Support occupancy, leasing, and property management activities.
• Perform other duties as assigned by the Property Manager.

Benefits

• Two weeks of paid vacation for eligible full-time positions (30+ hours per week).
• Three weeks of sick and related leave for eligible full-time positions (30+ hours per week).
• 11 paid holidays for eligible full-time positions (30+ hours per week).
• Health and welfare benefits for eligible full-time positions (30+ hours per week).
• May be eligible for discretionary and/or performance-based spot or annual bonuses.
• Overtime eligibility for all hours worked in excess of 40 per week.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED