ARM Program Assistant

Position Purpose :
The ARM Program Assistant provides administrative and operational support to the Affordable Rental Movement (ARM), an affordable housing program of Save the Family Foundation of Arizona that manages more than 170 single-family homes in the East Valley with support from HUD and local jurisdictions.
This role will be working closely with the Leasing Manager, Property Maintenance Manager, and Chief Housing Development Officer. The position supports program administration, communication, compliance, maintenance coordination, and daily operations.

Key Responsibilities:
• Provide administrative support to ARM leadership and property management staff.
• Maintain accurate leasing, tenant, property, and project records and electronic files.
• Provide system updates in Buildium and Salesforce with tenant, property, communication, and work-order information.
• Maintain the housing waitlist, applications, and applicant documentation in accordance with established procedures.
• Process and document tenant correspondence and communications.
• Respond professionally to incoming calls and emails and route inquiries appropriately.
• Maintain effective communication and coordination with ARM staff.
• Coordinate move-ins, scheduling, documentation, and property readiness with leasing and maintenance staff.
• Communicate with applicants and tenants regarding move-in activities and property needs.
• Coordinate maintenance requests and work orders between tenants and ARM staff.
• Prepare tenant notices, correspondence, and administrative communications.
• Maintain accurate tenant and property records.
• Support HUD, HOME, local, and funding-source compliance, monitoring, and reporting.
• Maintain accurate records for compliance, inspections, audits, and monitoring reviews.
• Coordinate and document property inspections and HOA compliance.
• Maintain strict confidentiality of tenant, applicant, financial, and organizational information.
• Coordinate maintenance work orders, inspections, appointments, and repairs.
• Facilitate communication between tenants, maintenance staff, and ARM management.
• Track outstanding work orders, inspections, repairs, and follow-up activities.
• Maintain accurate maintenance, inspection, vendor, and completed-work records.
• Maintain vendor and contractor documentation.
• Coordinate project correspondence, scheduling, documentation, and follow-up.
• Track project timelines, deliverables, invoices, and administrative requirements
• Process ARM invoices through Blackbaud, ensuring accurate documentation and timely approval.
• Maintain records of vendor payments and property/project expenses in accordance with organizational policies.

Additional Skills and Knowledge : 
• Demonstrated commitment to the mission, vision, and values of Save the Family Foundation of Arizona.
• Ability and willingness to adhere to Save the Family and ARM policies, procedures, and professional standards.
• Demonstrated ability to maintain strict confidentiality and exercise sound judgment when handling sensitive information.
• Ability to work respectfully and effectively with individuals and families representing diverse cultural, social, and socioeconomic backgrounds.
• Knowledge of or willingness to learn about HUD affordable housing programs and requirements.
• Knowledge of or willingness to learn about HUD HOME Program requirements, affordable housing compliance, and related funding requirements.
• Knowledge of or willingness to learn about Fair Housing requirements and Arizona landlord-tenant regulations.
• Strong problem-solving and follow-through skills.
• Ability to prioritize and manage multiple responsibilities in a fast-paced, deadline-driven environment.
• Demonstrated ability to work collaboratively with internal departments, tenants, vendors, contractors, and community partners.
• Commitment to providing high-quality customer service while maintaining appropriate professional boundaries. 
• Ability to multitask and work in a fast-paced working environment.

Minimum Qualifications:
• High school diploma required; Associate degree preferred.
• At least 1 year of property management experience.
• Strong organization, time management, and follow-through skills.
• Professional demeanor with excellent written and verbal communication.
• Highly organized, detail-oriented, and professional, with the ability to manage multiple priorities.
• Effective and adaptable in fast-paced environments.
• Demonstrates initiative, independence, and sound judgment with minimal supervision.
• Proficient in Microsoft Office (Excel, Word, PowerPoint) and professional use of AI tools.
• Valid Arizona driver’s license, reliable transportation, auto insurance, and clean driving record.
• Valid or eligible for an Arizona Level One Fingerprint Clearance Card.
• Authorized to work in the United States.

Note:
This job description identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow all other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.