Office Assistant

Retirement Housing Foundation•Sacramento, CA

12d•$24 - $24

About The Position

The Office Assistant at Pioneer Towers provides support to the Property Manager, Administrators and staff, ensuring smooth daily operations. This role involves assisting with project operations, compliance with HUD and Tax Credit requirements, vacancy management, resident services, payroll, and other key tasks. The ideal candidate is organized, efficient, and thrives in a senior living or low-income housing environment.

Requirements

High school diploma or equivalent required; some college or administrative coursework preferred.
No experience necessary; volunteer/paid work serving others preferred.
Strong time management skills with the ability to multitask in a fast-paced environment.
Excellent verbal and written communication abilities.
Proficient in Microsoft Office Suite (Word, Excel, Outlook).
Ability to maintain confidentiality and professionalism.
Strong customer service orientation, especially when interacting 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 (up to 25 lbs).
Occasional local travel may be required for errands or community-related tasks.

Nice To Haves

Experience with apartment management software (e.g., Yardi, RealPage)

Responsibilities

Assist Administrator & Staff with project operations and compliance with HUD and Tax Credit requirements.
Ensure vacancy rates are kept below 2% and manage the waitlist.
Help resolve delinquent and prepaid balances.
Assist in recruitment, employee relations, payroll, and rent collection, including issuing notices.
Coordinate unit inspections, maintenance, vendor management, and bidding.
Assist with preparation and processing of reimbursements.
Support budget management and cost-reduction initiatives.
Assist with preparing for inspections such as REAC, MOR, TCAC, and audits.
Maintain files, reports, and resident records in a confidential and organized manner.
Manage phone calls, emails, and mail, directing inquiries to the appropriate staff.
Schedule appointments and coordinate property management meetings.
Assist with notices, newsletters, and other communications for residents.
Update tenant information and process work orders.
Greet residents, guests, and vendors, providing professional assistance.
Address general inquiries from residents and visitors, ensuring excellent customer service.
Assist with resident requests and escalate issues to the Administrator as needed.
Ensure the office is clean, organized, and fully stocked with necessary supplies.
Prepare reports, forms, and other documents as requested by the Administrator.
Assist with organizing community events and managing event logistics.
Maintain both physical and digital filing systems, ensuring proper labeling and storage.
Assist with processing rental applications, certifications, and recertifications to ensure compliance with HUD and RHF policies.
Track tenant lease agreements and related documentation, ensuring deadlines are met.
Prepare and submit routine property reports to the Administrator and RHF headquarters.