Senior Living Office Assistant: Organized Admin Support

RHF Management, Inc.; Pasadena (CA); On-site; USD 28,000 - 36,000; Full time

Benefits offered by this job

Competitive pay

Health, dental, vision insurance

Paid time off & holidays

Retirement savings plan

Employee assistance program

Job summary

RHF Management, Inc. is seeking an Office Assistant for Pilgrim Tower North in Pasadena to support the Property Manager and site team. You will handle phones, greet residents, maintain records, and assist with office processes to ensure smooth operations in a senior living environment.

The ideal candidate is organized, detail-oriented, and committed to courteous, professional service. Experience with HUD policies and RHF procedures is a plus.

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; ability to multitask and prioritize in a fast-paced environment.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office and familiarity with property management software (Yardi, RealPage) is a plus.
• Ability to maintain confidentiality and professionalism in all interactions.

Responsibilities

• Support the Property Manager by maintaining files, reports, and resident records in an organized, confidential manner.
• Manage calls, emails, and mail; direct inquiries to the appropriate department or staff member.
• Schedule appointments and coordinate meetings for property management.
• Prepare and distribute notices, newsletters, and other communications for residents.
• Data entry for tenant information and work orders; maintain filing systems (physical and digital).
• Serve as first point of contact for residents, guests, and vendors with courteous service.
• Assist with organizing community events or resident activities and coordinating logistics.
• Help process rental applications, certifications, and recertifications per HUD and RHF policies.
• Track lease agreements and related documentation; ensure deadlines are met.
• Provide general clerical support for special projects and maintenance requests.

Skills

Organizational skills

Time management

Verbal and written communication

Customer service

Confidentiality

Attention to detail

Seniors/customer service experience

Education

High school diploma or equivalent

Some college or admin coursework

Tools

Microsoft Office

Yardi/RealPage (property mgmt software)

Job description

RHF Management, Inc. is seeking an Office Assistant for Pilgrim Tower North in Pasadena to support the Property Manager and site team. You will handle phones, greet residents, maintain records, and assist with office processes to ensure smooth operations in a senior living environment.

The ideal candidate is organized, detail-oriented, and committed to courteous, professional service. Experience with HUD policies and RHF procedures is a plus.