Office Assistant

RHF (Retirement Housing Foundation)•Chula Vista, CA

30d•$19 - $21•Onsite

About The Position

The Office Assistant at Congregational Towers, a 186-unit senior community located in Chula Vista, CA, provides essential administrative and clerical support to the Property Manager and on-site management team. This position helps ensure the smooth day-to-day operation of the property office by managing phone calls, assisting residents and visitors, maintaining accurate records, and supporting general office functions. The Office Assistant plays an important role in maintaining organized documentation, assisting with resident communication, and supporting compliance with established administrative procedures. The ideal candidate is highly organized, detail-oriented, and enjoys working in a senior living and affordable housing environment, while providing professional and courteous service to residents, staff, and visitors.

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.
Organizational Skills: Strong organizational and time management skills with the ability to multitask and prioritize in a fast-paced environment.
Communication Skills: Excellent verbal and written communication skills.
Technical Proficiency: Proficiency in Microsoft Office Suite (Word, Excel, Outlook); experience with property management software (e.g., Yardi, RealPage) is a plus.
Confidentiality: Ability to maintain a high level of confidentiality and professionalism in all interactions.
Customer Service: 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.

Responsibilities

File and Record Management: Assist the Property Manager in maintaining organized, accurate, and confidential files, reports, and resident records.
Communication Management: Manage incoming phone calls, emails, and mail, directing inquiries to the appropriate department or staff member.
Appointment Scheduling: Schedule appointments and coordinate meetings for property management as needed.
Document Preparation: Assist in preparing and distributing notices, newsletters, and communications to residents.
Data Entry: Perform data entry tasks such as updating tenant information, processing work orders, and managing office files.
Resident and Visitor Interaction: Act as the first point of contact for residents, guests, and vendors, welcoming them in a friendly and professional manner.
Inquiry Handling: Address general inquiries from residents and visitors, providing assistance or escalating issues to the Property Manager as appropriate.
Resident Requests: Assist residents with requests, providing the necessary resources or forwarding issues to the Property Manager for resolution.
Office Organization: Maintain an organized and clean office environment, ensuring office supplies are stocked, and equipment is in working order.
Report and Document Preparation: Prepare reports, forms, and other documents as directed by the Property Manager.
Event Coordination: Assist with organizing community events or resident activities, including managing event logistics.
Filing System Management: Manage physical and digital filing systems, ensuring that documentation is properly labeled and stored for easy retrieval.
Application and Certification Processing: Assist with processing rental applications, certifications, and recertifications, ensuring all documentation complies with HUD and RHF policies.
Lease and Documentation Tracking: Help track tenant lease agreements, ensure deadlines are met, and verify compliance with housing regulations.
Routine Reporting: Prepare and submit routine property reports to the Property Manager and RHF headquarters as required.
Clerical Support: Provide general clerical support for special projects or additional tasks as assigned by the Property Manager.
Maintenance Coordination: Assist in the coordination of maintenance requests, including following up on the status of work orders.
Additional Support: Perform any other duties that contribute to the efficient functioning of Marymount Manor.