Office Assistant (Admin)

Retirement Housing Foundation•Pasadena, CA

7h•$23 - $123

About The Position

The Office Assistant at Pilgrim Tower North in Pasadena provides essential administrative support to the Property Manager and site team, ensuring the smooth day-to-day operations of the office. This role is responsible for performing a variety of administrative and clerical duties, including answering phones, greeting residents and visitors, maintaining records, and supporting office processes in compliance with established procedures. The ideal candidate is organized, detail-oriented, and enjoys working in a senior living or affordable housing environment while delivering courteous and professional service.

Requirements

High School diploma or equivalent required; some college or administrative coursework preferred.
Minimum of 2 years of experience in an administrative role, preferably in property management, senior living, or affordable housing.
Strong organizational and time management skills, with the ability to multitask and prioritize in a fast-paced environment.
Excellent verbal and written communication skills.
Ability to maintain a high level of confidentiality and professionalism in all interactions.
Strong customer service orientation with the ability to interact with seniors and residents from diverse backgrounds.
Ability to sit, stand, and walk for extended periods of time.
Ability to lift or move office supplies and equipment up to 25 pounds.
Occasional local travel may be required for errands or community-related tasks.

Nice To Haves

Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and property management software (e.g., Yardi, RealPage) is a plus.

Responsibilities

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.
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.
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.
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.
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.
Perform any other duties that support the efficient functioning of Marymount Manor.