Administrative Assistant

Pratum Companies • Philadelphia, PA

9d • Onsite

About The Position

HELP Philadelphia I & II is seeking a dependable, organized, customer-service-oriented Administrative Assistant to support the daily operations of its Project-Based Section 8 affordable housing community. The role provides clerical, administrative, and resident support to help the property operate efficiently and in accordance with applicable affordable housing program requirements, HUD regulations, and organizational policies. The position works across multiple scattered-site communities and involves regular interaction with residents, staff, vendors, management, and other service providers. It is based in the management office and reports to the Property Manager. The position is full-time and non-exempt. It is eligible for overtime for hours worked in excess of 40 per week; compensation depends on relevant factors and may include discretionary or performance-based bonuses.

Requirements

• High school diploma or GED required.
• 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 preferred.
• Experience with affordable housing, HUD, or Project-Based Section 8 programs is a plus.
• 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 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 bonuses.
• Eligible for overtime 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