Office Assistant

RHF (Retirement Housing Foundation)•Lancaster, CA

3d•$21 - $22•Onsite

About The Position

The Office Assistant supports the Property Manager and site team with daily administrative operations at Mayflower Gardens, a 502-unit senior residential community in Lancaster, California. The role manages front desk responsibilities, answers calls, assists residents and visitors, performs clerical tasks, and helps ensure adherence to company policies and procedures. The ideal candidate is detail-oriented, efficient, reliable, and committed to excellent service for residents. The position provides administrative support, customer service, office management, and compliance and reporting assistance. Duties include maintaining organized and confidential records, coordinating communications and appointments, assisting residents and visitors, keeping office systems and supplies in order, supporting community activities, and helping process housing documentation in line with applicable HUD requirements and RHF policies.

Requirements

High school diploma or equivalent required.
At least two years of administrative experience.
Strong organizational and time-management skills, including the ability to multitask and prioritize responsibilities.
Excellent verbal and written communication skills.
Proficiency in Microsoft Office applications, including Word, Excel, and Outlook.
Ability to maintain confidentiality and professionalism in all interactions.
Strong customer service skills and ability to work effectively with seniors and residents from diverse backgrounds.
Ability to sit, stand, and walk for extended periods.
Ability to lift or move office supplies and equipment weighing up to 25 pounds.

Nice To Haves

Some college or administrative coursework preferred.
Administrative experience in property management, senior residential services, or affordable housing preferred.
Experience with property management software such as Yardi or RealPage is a plus.

Responsibilities

Assist the Property Manager with maintaining organized and confidential files, reports, and resident records.
Manage incoming phone calls, emails, and mail, directing inquiries to the appropriate department or staff member.
Schedule appointments and coordinate meetings as needed.
Prepare and distribute notices, newsletters, and other resident communications.
Perform data entry, including updating resident information and processing work orders.
Welcome and assist residents, guests, and vendors as the first point of contact.
Respond to general inquiries and assist resident requests by providing resources or escalating concerns to the Property Manager.
Maintain an organized office, stock supplies, and report equipment issues as needed.
Prepare reports, forms, and other documents as directed by the Property Manager.
Help organize community events and resident activities, including coordinating logistics.
Maintain physical and digital filing systems and ensure documentation is properly labeled and stored.
Assist with processing rental applications, certifications, and recertifications in accordance with applicable HUD requirements and RHF policies.
Track lease agreements and related documentation to support compliance with deadlines and requirements.
Prepare and submit routine property reports to the Property Manager and RHF headquarters as needed.
Occasionally travel locally for errands or community-related tasks.