Administrative Assistant

Pratum Companies; Philadelphia (Philadelphia County); On-site; USD 40,000 - 52,000; Full time

Benefits offered by this job

Health & welfare benefits

2 weeks paid vacation

11 paid holidays

Job summary

Pratum Companies seeks an Administrative Assistant for HELP Philadelphia I & II, a Project-Based Section 8 affordable housing community. You will handle clerical tasks, resident support, and data management across multiple scattered-site properties.

You will interact with residents and staff, maintain records per HUD guidelines, and assist the Property Manager with daily activities. Strong communication and discretion are essential for success in this role.

Qualifications

• High school diploma or GED required.
• Experience in administrative or receptionist roles preferred.
• Experience with affordable housing, HUD, or Project-Based Section 8 programs is a plus.
• Proficiency with Word, Excel, Outlook and general office equipment.
• Strong written and verbal communication skills.
• Excellent organizational and time-management skills.
• Ability to handle confidential information with discretion.
• Ability to multitask, prioritize, and meet deadlines.

Responsibilities

• Answer phones, respond to emails, greet visitors.
• Maintain resident files and office records.
• Prepare correspondence, notices, and reports.
• Schedule appointments, meetings, and conferences.
• Perform data entry, filing, copying, scanning, and general duties.
• Maintain office supplies and assist with daily operations.
• Assist Property Manager with documentation and deadlines.
• Support occupancy, leasing, and property management activities.

Skills

Customer service

Communication

Organization

Discretion

Time management

Multitasking

Professional demeanor

Problem solving

Education

High school diploma or GED

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Administrative Assistant

Property: HELP Philadelphia I & II

Department: Property Management

Reports To: Property Manager

Employment Type: Full-Time

Position Summary

HELP Philadelphia I & II is seeking a dependable, organized, and customer-service-oriented Administrative Assistant to support the daily operations of our Project-Based Section 8 affordable housing community.

The Administrative Assistant will provide clerical, administrative, and resident support to ensure the property operates efficiently and in accordance with applicable affordable housing program requirements, HUD regulations, and organizational policies.

The ideal candidate will demonstrate professionalism, strong communication skills, attention to detail, confidentiality, and the ability to work effectively with residents, staff, vendors, and management. You should be comfortable working across multiple scattered-site communities, interacting with residents, answering questions, maintaining accurate records, and supporting the property management team with daily administrative responsibilities.

Essential Duties and Responsibilities

Administrative Support

• Answer incoming telephone calls, respond to emails, and greet visitors
• Maintain organized resident files, office records, and administrative documents
• Prepare correspondence, notices, reports, and other office communications
• Schedule appointments, meetings, and resident conferences
• Perform data entry, filing, copying, scanning, and general office duties
• Maintain office supplies and assist with daily office operations

Section 8 / Affordable Housing Support

• Assist the Property Manager with maintaining resident files and required documentation
• Help collect and organize annual and interim recertification paperwork
• Assist with tracking resident certifications, lease documents, and required deadlines
• Help maintain accurate records in accordance with HUD and affordable housing program requirements
• Assist with distributing resident notices and compliance-related correspondence
• Maintain confidentiality of sensitive resident and financial information

Resident Relations

• Provide courteous and professional customer service to residents
• Assist residents with general questions and direct concerns to the appropriate staff member
• Receive and document resident requests, complaints, and maintenance work orders
• Assist with resident communications, notices, and community activities
• Promote a respectful, welcoming, and professional office environment

Property Management Support

• Assist the Property Manager with daily administrative responsibilities
• Maintain logs, spreadsheets, and tracking reports
• Assist with vendor communications and scheduling as needed
• Support occupancy, leasing, and property management activities
• Perform other duties as assigned by the Property Manager

Qualifications and Requirements

• High school diploma or GED required
• Previous administrative, receptionist, or property management experience preferred
• Experience with affordable housing, HUD, or Project-Based Section 8 programs is a plus
• Proficiency in Microsoft Word, Excel, Outlook, and general office equipment
• Strong written and verbal communication skills
• Excellent organizational and time-management skills
• Ability to handle confidential information with discretion
• Ability to multitask, prioritize responsibilities, and meet deadlines
• Professional demeanor and commitment to providing quality resident services

Desired Skills

• Knowledge of HUD affordable housing requirements
• Familiarity with tenant files, income documentation, and annual recertifications
• Experience working with diverse populations
• Strong customer service and problem-solving abilities
• Ability to work independently and as part of a team

Work Environment

This position is based in the management office serving HELP Philadelphia I & II, a Project-Based Section 8 affordable housing community. The Administrative Assistant will interact regularly with residents, property management staff, vendors, and other service providers.

This role is non-exempt and has an anticipated pay depends on a number of relevant factors including individuals' experience, qualifications, knowledge, skills, abilities, client/property or company budgetary limitations/guidelines, and other job-related company and market considerations. This position may be eligible to receive discretionary and/or performance-based bonuses on a spot or annual basis, which are variable depending on individual merit/performance, budgetary limitations, company performance, and other job-related factors. This non-exempt role will be eligible for overtime for all hours worked in excess of 40 per week. Full-time positions (30+ hours/week) are eligible for 2 weeks paid vacation, 3 weeks sick and related leave, 11 paid holidays, and health & welfare benefits as outlined on the Company's website. To learn more about our company and our benefits, go to: https://pratumco.com/careers/

To learn more about Pratum Companies, please clickhere.

Pratum Companies is committed to a diverse workforce and is an Equal Opportunity Employer. #ZR