Office Assistant

Office Assistant The Office Assistant at Cocalico Place, a 60-unit senior community in Pennsylvania serving residents 62 years of age or older, provides essential administrative support to the Property Manager and on-site team. This role helps ensure the smooth daily operation of the office by performing clerical duties, managing phone calls and resident interactions, maintaining accurate documentation, and supporting compliance with established administrative procedures. The ideal candidate is organized, detail-oriented, and enjoys working in a senior living and affordable housing environment. Key Responsibilities Administrative Support: 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. Customer Service 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 Management 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. Compliance & Reporting 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. Other Duties 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 Cocalico Place. Qualifications Education & Experience 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. Skills & Abilities 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. Physical Requirements 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. Compensation: Actual base salary considers several factors including but not limited to geography, job-related knowledge, experience, and budget. The start of the salary range is typically associated with the minimum experience required. The role is considered non-exempt and may be eligible for overtime pay in accordance with federal and state law. The anticipated base pay range for the position is $20.00- $20.00 per hour. Benefits: Competitive pay Health, dental, and vision insurance Paid time off and holidays Retirement savings plan Employee assistance and more Term life and Voluntary supplemental life insurance Why RHF? At RHF, we are dedicated to making a meaningful difference in the lives of our residents. We strive to create vibrant communities where individuals can thrive, regardless of age or background. With over 60 years of experience in providing affordable housing and supportive services, RHF is a mission-driven organization that focuses on the well-being, independence, and dignity of every resident we serve. We offer a collaborative and supportive work environment, opportunities for professional growth, and a commitment to making a lasting impact in the communities we serve. Join us in our mission to create positive change and improve livesbecause at RHF, we believe in making every day better for those who need it most.

Created: 2026-03-07