Office Assistant (Admin)

RHF (Retirement Housing Foundation); Pasadena (CA); On-site; USD 28,000 - 36,000; Full time

Benefits offered by this job

Competitive pay

Health, dental, and vision insurance

Paid time off and holidays

Retirement savings plan

Employee assistance and more

Term life insurance

Voluntary supplemental life insurance

Job summary

The RHF (Retirement Housing Foundation) is seeking an Office Assistant for Pilgrim Tower North in Pasadena to provide essential administrative support to the Property Manager and site team.

This role handles phones, welcomes residents and visitors, maintains records, and supports office processes in compliance with HUD and RHF policies, contributing to smooth daily operations in a senior living community.

Qualifications

• 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.
• 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) and property management software (e.g., Yardi, RealPage) is a plus.

Responsibilities

• Maintain files, reports, and resident records in an organized and confidential manner.
• Manage incoming phone calls, emails, and mail; direct inquiries appropriately.
• Schedule appointments and coordinate meetings for property management.
• Prepare and distribute notices, newsletters, and communications for residents.
• Data entry and updating tenant information and processing work orders.
• Serve as first point of contact for residents, guests, and vendors; provide courteous service.
• Address general inquiries and escalate issues as needed.
• Maintain office cleanliness and organization; manage supplies and equipment.
• Prepare routine property reports to the Property Manager and RHF HQ.

Skills

Organizational skills

Time management

Verbal communication

Written communication

Customer service

Confidentiality

Multitasking

Education

High School diploma or equivalent

Some college or admin coursework

Tools

Microsoft Office Suite

Yardi

RealPage

Job description

Job Summary The Office Assistant at Pilgrim Tower North in Pasadena provides essential administrative support to the Property Manager and site team, ensuring the smooth day-to-day operations of the office. This role is responsible for performing a variety of administrative and clerical duties, including answering phones, greeting residents and visitors, maintaining records, and supporting office processes in compliance with established procedures. The ideal candidate is organized, detail-oriented, and enjoys working in a senior living or affordable housing environment while delivering courteous and professional service.

Key Responsibilities

• 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 the preparation and distribution of notices, newsletters, and other communications for residents.
  • 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.
  • Address general inquiries from residents and visitors, ensuring a high standard of customer service is always maintained.
  • 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 or resident activities, including managing event logistics.
  • Manage filing systems, both physical and digital, ensuring all 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 other 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 or additional tasks assigned by the Property Manager.
  • Assist in the coordination of maintenance requests and follow up on the status of work orders.
  • Perform any other duties that support the efficient functioning of Marymount Manor.

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:
    • 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) and property management software (e.g., Yardi, RealPage) is a plus.
    • Ability to maintain a high level of confidentiality and professionalism in all interactions.
    • 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 $23.00-$23.00 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 lives—because at RHF, we believe in making every day better for those who need it most.