Office Assistant

RHF (Retirement Housing Foundation); Lancaster (CA); On-site; USD 29,000 - 30,000; Full time

Benefits offered by this job

Health benefits

Paid holidays

Vacation

Sick leave

Retirement plan

Flexible Spending Account

Incentive compensation

Employee assistance

Life insurance

Job summary

Retirement Housing Foundation (RHF) Mayflower Gardens in Lancaster, CA is seeking an Office Assistant to support the Property Manager and site team with daily administrative operations at a 502-unit senior community.

The role includes front desk responsibilities, resident communications, data entry, and ensuring adherence to RHF policies while delivering excellent resident service.

Qualifications

• High school diploma or equivalent required; some college or administrative coursework preferred.
• Minimum of two years of administrative experience, preferably in property management or senior housing.
• Proficiency in MS Office (Word, Excel, Outlook) and typing/data entry.
• Strong organization, time management, and multi-tasking abilities.
• Excellent verbal and written communication; ability to maintain confidentiality.

Responsibilities

• Assist the Property Manager with maintaining files, reports, and resident records.
• Handle front desk duties, incoming calls, emails, and mail; direct inquiries appropriately.
• Schedule appointments and coordinate meetings; assist with notices and newsletters.
• Prepare and process forms, reports, and work orders; update resident information.
• Support compliance with HUD requirements and RHF policies; track leases and documentation.

Skills

Organizational skills

Communication skills

Microsoft Office

Data entry

Confidentiality

Customer service

Education

High school diploma or equivalent

Tools

Yardi

RealPage

Job description

Location: Mayflower Gardens, Lancaster, CA

Pay Range: $21.00–$22.00 per hour

Employment Type: Full-Time, Non-Exempt

Join Our Mission-Driven Team

Are you organized, reliable, and detail-oriented with experience in administrative support? RHF is seeking an Office Assistant to support the Property Manager and site team with daily administrative operations at Mayflower Gardens, a 502-unit senior residential community in Lancaster, CA.

This position supports daily property operations by managing front desk responsibilities, answering calls, assisting residents and visitors, performing clerical tasks, and ensuring adherence to company policies and procedures. The ideal candidate is detail-oriented, efficient, and committed to providing excellent service to residents.

What You'll Do

Administrative Support

• Assist the Property Manager in maintaining files, reports, and resident records in an organized and confidential manner.
• Manage incoming phone calls, emails, and mail, directing inquiries to the appropriate department or staff member.
• Schedule appointments and coordinate meetings as needed.
• Assist with preparing and distributing notices, newsletters, and other resident communications.
• Perform data entry, including updating resident information and processing work orders.

Customer Service

• Serve as the first point of contact for residents, guests, and vendors by welcoming and assisting them in a friendly and professional manner.
• Respond to general inquiries from residents and visitors while maintaining a high standard of customer service.
• Assist with resident requests by providing appropriate resources or escalating concerns to the Property Manager.

Office Management

• Maintain an organized office, ensure supplies are stocked, and report equipment issues as needed.
• Prepare reports, forms, and other documents as directed by the Property Manager.
• Assist with organizing community events and resident activities, including coordinating logistics.
• Maintain physical and digital filing systems, ensuring documentation is properly labeled and stored.

Compliance & Reporting

• Assist with processing rental applications, certifications, and recertifications, ensuring documentation follows applicable HUD requirements and RHF policies.
• Help track lease agreements and related documentation to support compliance with deadlines and requirements.
• Prepare and submit routine property reports to the Property Manager and RHF headquarters as needed.

Qualifications

• High school diploma or equivalent required; some college or administrative coursework preferred.
• Minimum of two years of administrative experience, preferably in property management, senior residential services, or affordable housing.
• Strong organizational and time-management skills, with the ability to multitask and prioritize responsibilities.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office applications, including Word, Excel, and Outlook. Experience with property management software such as Yardi or RealPage is a plus.
• Ability to maintain confidentiality and professionalism in all interactions.
• Strong customer service skills and the ability to work effectively with seniors and residents from diverse backgrounds.

Physical Requirements

• Ability to sit, stand, and walk for extended periods.
• Ability to lift or move office supplies and equipment weighing up to 25 pounds.
• Occasional local travel may be required for errands or community-related tasks.

Why You'll Love Working Here

At RHF, you'll be part of a mission-driven organization with more than 60 years of experience providing affordable housing and services that help people thrive. We believe our employees are essential to that mission and are committed to creating a supportive workplace where you can grow professionally and make a meaningful impact.

We Offer

• Health, dental, and vision per plan documents
• Nine paid holidays and one personal paid holiday each year
• New hires are eligible for up to 80 hours of paid vacation each year
• Paid sick leave
• Retirement savings plan
• Flexible Spending Account and Health Savings Account
• Hired applicant will be able to participate in the Incentive compensation program
• Employee assistance and more
• Basic group Term Life Insurance
• Voluntary supplemental life insurance

Equal Opportunity Employer

Retirement Housing Foundation (RHF) is an Equal Opportunity Employer committed to fostering a diverse and inclusive workplace. RHF prohibits discrimination and harassment of any kind and makes all employment decisions based on business needs, job requirements, and individual qualifications, consistent with applicable federal, state, and local laws.