Administrative Assistant

Job Description

Job Description

Administrative Receptionist

Position Summary

The Administrative Receptionist serves as the first point of contact for residents, applicants, visitors, and vendors. This position provides administrative and customer service support to the Property Manager and site team to ensure efficient day-to-day operations of the community. The Administrative Receptionist assists with resident communications, document processing, rent collections, compliance support, and general office administration while maintaining a professional and welcoming office environment.

Essential Duties and Responsibilities

Resident Relations & Customer Service

• Greet residents, applicants, vendors, and visitors in a professional and courteous manner.

• Answer office inquiries.

• Assist residents with general questions regarding their accounts, rent payments, and community policies.
• Review resident ledgers and explain account balances, charges, and payment activity.
• Handle routine resident concerns and complaints, escalating complex issues to management.
• Prepare and issue simple lease violations and resident notices as directed by management.
• Schedule appointments and meetings between residents and the Property Manager.

Administrative Support

• Prepare and distribute resident correspondence, notices, and community communications.

• Process outgoing mail and coordinate mass mailings.

Occupancy & Compliance Support

• Accept housing applications and assist applicants with the application process.
• Process landlord verification requests and landlord statements.
• Assist with reasonable accommodation requests and maintain supporting documentation.

• Support compliance and occupancy functions through document collection and communicating to the manager.

• Track and maintain required resident documentation as directed by management.

Rent Collection & Financial Support

• Accept resident rental payments in accordance with company policies.
• Issue receipts and maintain payment documentation.
• Assist residents with payment-related questions and account inquiries.

Maintenance Coordination

• Receive resident maintenance requests and enter work orders into the property management system.
• Assist with communication between residents and the maintenance team.

Qualifications

• High School Diploma or GED required.
• Previous administrative, receptionist, customer service, or property management experience preferred.
• Affordable housing experience (LIHTC, HUD, Section 8, PBV, or similar programs) preferred.
• Strong customer service and interpersonal skills.
• Excellent organizational and time management abilities.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Ability to maintain confidentiality and handle sensitive resident information.
• Strong written and verbal communication skills.

Knowledge, Skills, and Abilities

• Ability to interact professionally with residents, vendors, housing agencies, and team members.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Ability to maintain accurate records and complete administrative tasks with attention to detail.
• Ability to resolve routine resident concerns while exercising sound judgment regarding escalation.
• Commitment to providing exceptional customer service and supporting the mission of affordable housing.

Physical Requirements

• Ability to sit, stand, walk, and perform routine office duties throughout the workday.
• Ability to occasionally lift and carry office supplies and files up to 25 pounds.

Reporting Relationship

Reports directly to the Property Manager.