Office Assistant

EVERABODE PROPERTY MANAGEMENT I LLC; Indianapolis (IN); On-site; USD 22,000 - 30,000; Full time

Benefits offered by this job

Medical, dental, and vision

Paid time off

Paid holidays

Retirement plan

Company shirts provided

Job summary

Everabode Property Management LLC in Greenwood, IN, is seeking an on-site Office Assistant to support the Community Manager with clerical, customer service, and organizational tasks that keep the office running smoothly and residents, prospects, and vendors satisfied.

You will manage files, data entry, payments, and notices; coordinate appointments; answer inquiries; assist with applications and leasing support; and help ensure compliance with housing regulations.

Qualifications

• Ability to read and write at a high school level; high school diploma or equivalent preferred.
• Administrative or office support experience preferred.
• Experience in a property management or real estate office setting is a plus.
• Ability and willingness to work on-site at the community on a full-time basis.

Responsibilities

• Provide administrative support to the Community Manager, including filing, data entry, and document management.
• Maintain organized resident files, and confirm documentation is complete, accurate, and current.
• Enter and update resident, lease, and work order information in company systems.
• Maintain the community office calendar and appointment schedule.
• Answer phones, respond to emails, and greet residents, prospects, and vendors in a professional manner.
• Assist with resident communications, notices, and correspondence as directed.
• Log resident concerns and service requests in the company system, route them to the right person, and follow up until closed.
• Refer resident matters that require a decision, including delinquency, violations, and lease questions, to the Community Manager.
• Support leasing and sales activities by preparing paperwork, scheduling appointments, and maintaining records.
• Receive and log inquiries and walk-in traffic, and route leads to the Community Manager or assigned sales team member.
• Assist prospective residents with applications and required documentation, and forward completed files for screening.
• Provide only company-approved information about pricing, availability, and terms, and refer all other questions to the Community Manager.
• Conduct all leasing and sales support activity in compliance with Fair Housing and advertising requirements.
• Process invoices, purchase orders, and basic office paperwork under manager direction.
• Assist with rent collection processes, including accepting payments and issuing receipts where applicable.
• Post payments accurately, prepare deposits, and reconcile daily receipts in line with company financial controls.
• Track delinquency reports and make reminder calls as directed by the Community Manager.
• Coordinate appointments with vendors and service providers as needed.
• Support compliance with company policies and housing regulations.
• Collect and file vendor certificates of insurance and W-9s before work begins.
• Track community licenses, permits, and inspection due dates, and alert the Community Manager ahead of deadlines.
• Maintain the confidentiality and security of resident files, payment information, and personnel records.

Skills

Organizational skills

Customer service

MS Office

Yardi

Rent Manager

AppFolio

Multitasking

Professional demeanor

Numerical accuracy

Discretion

Education

High school diploma or equivalent

Tools

Yardi

Rent Manager

AppFolio

Job description

POSITION SUMMARY:

The Office Assistant supports the day-to-day administrative operations of an Everabode Property Management manufactured housing community. This role assists the Community Manager with clerical, customer service, and organizational tasks that keep the community office running and give residents, prospects, and vendors a positive experience. The ideal candidate is organized, dependable, and customer focused.

KEY RESPONSIBILITIES:

Administrative Support

• Provide administrative support to the Community Manager, including filing, data entry, and document management.
• Maintain organized resident files, and confirm documentation is complete, accurate, and current.
• Perform general office duties to keep the community office running smoothly, including supplies, mail, and office equipment.
• Enter and update resident, lease, and work order information in company systems.
• Maintain the community office calendar and appointment schedule.

Resident & Customer Relations

• Answer phones, respond to emails, and greet residents, prospects, and vendors in a professional manner.
• Assist with resident communications, notices, and correspondence as directed.
• Log resident concerns and service requests in the company system, route them to the right person, and follow up until closed.
• Refer resident matters that require a decision, including delinquency, violations, and lease questions, to the Community Manager.

Leasing & Sales Support

• Support leasing and sales activities by preparing paperwork, scheduling appointments, and maintaining records.
• Receive and log inquiries and walk-in traffic, and route leads to the Community Manager or assigned sales team member.
• Assist prospective residents with applications and required documentation, and forward completed files for screening.
• Provide only company-approved information about pricing, availability, and terms, and refer all other questions to the Community Manager.
• Conduct all leasing and sales support activity in compliance with Fair Housing and advertising requirements.

Financial Support

• Process invoices, purchase orders, and basic office paperwork under manager direction.
• Assist with rent collection processes, including accepting payments and issuing receipts where applicable.
• Post payments accurately, prepare deposits, and reconcile daily receipts in line with company financial controls.
• Track delinquency reports and make reminder calls as directed by the Community Manager.

Coordination & Compliance

• Coordinate appointments with vendors and service providers as needed.
• Support compliance with company policies and housing regulations.
• Collect and file vendor certificates of insurance and W-9s before work begins.
• Track community licenses, permits, and inspection due dates, and alert the Community Manager ahead of deadlines.
• Maintain the confidentiality and security of resident files, payment information, and personnel records.

QUALIFICATIONS:

Education & Experience

• Ability to read and write at a high school level required; high school diploma or equivalent is preferred.
• Administrative or office support experience preferred.
• Experience in a property management or real estate office setting is a plus.
• Ability and willingness to work on-site at the community on a full-time basis.

Skills & Competencies

• Strong organizational skills and attention to detail.
• Excellent customer service and communication skills.
• Basic proficiency with Microsoft Office (Word, Excel, Outlook) or similar systems.
• Ability to learn property management software such as Yardi, Rent Manager, or AppFolio.
• Ability to manage multiple tasks and prioritize effectively.
• Professional demeanor and positive attitude.
• Accuracy with numbers, including posting payments and reconciling receipts.
• Discretion and confidentiality with resident files, payment information, and other personal or financial records.

Requirements

• Reliable transportation required.
• Employment is contingent on satisfactory completion of a background screening.
• Must complete company-required Fair Housing, safety, and anti-harassment training as assigned.

PHYSICAL REQUIREMENTS & WORKING CONDITIONS:

• This position is primarily on-site at the assigned community in Greenwood, IN
• The role requires extended periods of sitting at a desk and working on a computer, with frequent typing and reading.
• The role requires occasional standing, walking, bending, and reaching to file and retrieve records.
• The role requires the ability to lift, carry, push, and pull up to 25 pounds occasionally, such as office supplies and file boxes.
• Regular walking of the community grounds outdoors in varying weather conditions may be required.
• Office hours are Monday-Friday 8:30 AM-5:30 PM. Everabode reserves the right to modify office hours as needed and may request hours to be worked outside the regular schedule, including split shifts, with advance notice.

COMPENSATION & BENEFITS:

• Position type: full-time, hourly, non-exempt.
• Pay: hourly rate based on experience and qualifications.
• Overtime is paid in accordance with federal and state law.
• Benefits: medical, dental, and vision; paid time off; paid holidays; retirement plan; and Company branded shirts provided.
• This position is not eligible for sales or leasing commissions. The leasing and sales support duties described above are part of the base role and are compensated through base pay.

COMPANY:

Everabode Property Management LLC (EPM) is a newly established property management company focused on operating and enhancing manufactured housing communities across multiple states. Backed by a longstanding real estate firm with deep expertise in the manufactured housing industry, we offer both the entrepreneurial excitement of building a company from the ground up and the stability of experienced industry leadership.

At EPM, we are committed to:

• Resident-Centered Service - creating communities where residents feel valued and supported.
• Operational Excellence - ensuring efficiency, compliance, and high performance across our portfolio.
• Growth & Innovation - expanding our footprint while modernizing community management.

Joining EPM means helping shape our culture and future success during this foundational phase. It’s a unique opportunity to take on meaningful responsibility, grow your career, and play a central role in building something new, with the resources and backing of a proven leader in the manufactured housing industry.

EQUAL OPPORTUNITY & DISCLOSURES:

Everabode Property Management LLC is an equal opportunity employer. EPM does not discriminate on the basis of race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran or military status, or any other characteristic protected by federal, state, or local law. All qualified applicants are encouraged to apply.

EPM complies with the Americans with Disabilities Act and applicable state law and provides reasonable accommodation to qualified individuals with disabilities during the application process and in employment.

This job description describes the general nature and level of work expected of this position. It is not an exhaustive list of all duties, responsibilities, or requirements, and duties may change at the company’s discretion. This job description does not create a contract of employment. Employment with EPM is at-will and may be ended by either the employee or the company at any time, with or without cause or notice.