Office Assistant

FPM - Affordable Housing; Tallahassee (FL); On-site; USD 25,000 - 32,000; Part time

Job summary

Retirement Housing Foundation (RHF) seeks an organized Office Assistant to support front desk operations at Lake Ella Manor, a 73-unit senior living community in Tallahassee, FL. The role handles resident inquiries, clerical tasks, and compliance with RHF and HUD policies.

The position works Monday–Friday, 9:00AM–3:30PM. Ideal candidates are detail-oriented, customer-focused, and comfortable assisting seniors in a professional setting.

Qualifications

• High school diploma or equivalent.
• 2+ years of administrative experience, preferably in property management or senior living.
• Strong organizational and time management skills in a fast-paced environment.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office; familiarity with Yardi/RealPage is a plus.
• Ability to maintain confidentiality and professionalism.
• Strongcustomer service skills and ability to interact with seniors.

Responsibilities

• Administrative Support: maintain files, reports, and resident records in a confidential manner.
• Manage calls, emails, mail, and direct inquiries to the appropriate staff.
• Schedule appointments and coordinate meetings for property management.
• Prepare notices, newsletters, and resident communications.
• Data entry and updating tenant information and work orders.

Skills

Organization

Time management

Customer service

Communication

Education

High school diploma or equivalent

Tools

Microsoft Office

Yardi

RealPage

Job description

Office Assistant
Location: Lake Ella Manor, Tallahassee, FL
Pay: $15.00 per hour
Employment Type: Part-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 at Lake Ella Manor , a 73-unit senior residential community in Tallahassee, Florida .

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 enjoys providing professional, friendly service in a senior residential community.

Schedule: Monday–Friday, 9:00AM–3:30PM, with a 30-minute lunch break.

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 necessary for property management.

Assist in preparing and distributing notices, newsletters, and other resident communications.

Perform data entry, including updating tenant 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, providing appropriate resources or escalating issues to the Property Manager.

Office Management:

Maintain the cleanliness and organization of the office, ensuring supplies are stocked and equipment is functioning properly.

Prepare reports, forms, and other documents as directed by the Property Manager.

Assist with organizing community events and resident activities, including coordinating event 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 meets HUD and RHF policies.

Help track tenant lease agreements and related documentation, ensuring deadlines and compliance requirements are met.

Prepare and submit routine property reports to the Property Manager and RHF headquarters as needed.

Other Duties:

Provide general clerical support for special projects and additional tasks assigned by the Property Manager.

Assist in coordinating maintenance requests and following up on work order status.

Perform other duties that support the efficient operation of the community.

Qualifications

High school diploma or equivalent required; some college or administrative coursework preferred.

Minimum of 2 years of administrative experience, preferably in property management, senior living, or affordable housing.

Strong organizational and time management skills, with the ability to multitask and prioritize in a fast-paced environment.

Excellent verbal and written communication skills.

Proficiency in Microsoft Office Suite (Word, Excel, Outlook); familiarity 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 interact professionally 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:

• 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.