Administrative Assistant

Job Title: Administrative Assistant Senior Housing FLSA: Part-Time, Non-Exempt

Location: On-Site Department: SHV I

Position Summary

The Administrative Assistant provides administrative and clerical support to the Property Manager in the daily operations of a low-income senior housing community. This position serves as the first point of contact for residents, visitors, vendors, and community partners while maintaining records, assisting with compliance requirements, and helping ensure efficient property operations in a professional, courteous, and resident-focused manner.

The Administrative Assistant works in a professional office environment within a senior housing community and regularly interacts with residents, guests, vendors, and staff. The position requires compassion, patience, professionalism, and a commitment to serving older adults in a respectful and dignified manner.

Essential Duties and Responsibilities

- Provide administrative support to the Property Manager.

- Answer and direct phone calls, emails, and walk-in inquiries.

- Maintain resident, applicant, and property files in accordance with company policies and regulatory requirements.

- Prepare correspondence, notices, reports, and other documents.

- Schedule appointments, meetings, inspections, and resident interviews.

- Assist with maintaining office supplies and equipment.

- Greet residents and visitors in a friendly and professional manner.

- Respond to resident inquiries and direct concerns to the appropriate staff member.

- Assist residents with forms, applications, and general information regarding housing services.

- Help coordinate resident activities, events, and community meetings.

- Maintain confidentiality of resident information.

- Assist with the collection and organization of documentation required for resident certifications and recertifications.

- Maintain accurate records in compliance with HUD, LIHTC, or other affordable housing program requirements, as applicable.

- Ensure files are complete, organized, and audit ready.

- Enter and update resident and property information in property management software.

Qualifications

- High school diploma or GED required

- Minimum of two years administrative or office experience required.

- Experience in property management, affordable housing, senior services, or customer service preferred.

- Proficiency in Microsoft Office (Word, Excel, Outlook).

- Ability to learn property management software.

- Strong organizational, communication, and customer service skills.

- Ability to handle sensitive and confidential information with discretion.

- Ability to work independently and prioritize multiple tasks.

Knowledge, Skills, and Abilities

- Excellent verbal and written communication skills.

- Strong attention to detail and accuracy.

- Ability to work effectively with seniors, individuals from diverse backgrounds, and community service providers.

- Understanding of affordable housing regulations is preferred.

- Professional demeanor and commitment to providing exceptional resident service.

Physical Requirements

- Ability to sit, stand, walk, and use standard office equipment for extended periods.

- Ability to lift up to 20 pounds occasionally.

- Frequent sitting, standing, walking, and bending for extended periods of time.

- Demonstrate readiness to respond quickly to resident(s) needs and emergency situations.

- Ability to travel throughout the property as needed.