Administrative Assistant
Administrative Assistant
Property: HELP Philadelphia I & II
Department: Property Management
Reports To: Property Manager
Employment Type: Full-Time
Position Summary
HELP Philadelphia I & II is seeking a dependable, organized, and customer-service-oriented Administrative Assistant to support the daily operations of our Project-Based Section 8 affordable housing community.
The Administrative Assistant will provide clerical, administrative, and resident support to ensure the property operates efficiently and in accordance with applicable affordable housing program requirements, HUD regulations, and organizational policies.
The ideal candidate will demonstrate professionalism, strong communication skills, attention to detail, confidentiality, and the ability to work effectively with residents, staff, vendors, and management. You should be comfortable working across multiple scattered-site communities, interacting with residents, answering questions, maintaining accurate records, and supporting the property management team with daily administrative responsibilities.
Essential Duties and Responsibilities
Administrative Support
- Answer incoming telephone calls, respond to emails, and greet visitors.
- Maintain organized resident files, office records, and administrative documents.
- Prepare correspondence, notices, reports, and other office communications.
- Schedule appointments, meetings, and resident conferences.
- Perform data entry, filing, copying, scanning, and general office duties.
- Maintain office supplies and assist with daily office operations.
Section 8 / Affordable Housing Support
- Assist the Property Manager with maintaining resident files and required documentation.
- Help collect and organize annual and interim recertification paperwork.
- Assist with tracking resident certifications, lease documents, and required deadlines.
- Help maintain accurate records in accordance with HUD and affordable housing program requirements.
- Assist with distributing resident notices and compliance-related correspondence.
- Maintain confidentiality of sensitive resident and financial information.
Resident Relations
- Provide courteous and professional customer service to residents.
- Assist residents with general questions and direct concerns to the appropriate staff member.
- Receive and document resident requests, complaints, and maintenance work orders.
- Assist with resident communications, notices, and community activities.
- Promote a respectful, welcoming, and professional office environment.
Property Management Support
- Assist the Property Manager with daily administrative responsibilities.
- Maintain logs, spreadsheets, and tracking reports.
- Assist with vendor communications and scheduling as needed.
- Support occupancy, leasing, and property management activities.
- Perform other duties as assigned by the Property Manager.
Qualifications and Requirements
- High school diploma or GED required.
- Previous administrative, receptionist, or property management experience preferred.
- Experience with affordable housing, HUD, or Project-Based Section 8 programs is a plus.
- Proficiency in Microsoft Word, Excel, Outlook, and general office equipment.
- Strong written and verbal communication skills.
- Excellent organizational and time-management skills.
- Ability to handle confidential information with discretion.
- Ability to multitask, prioritize responsibilities, and meet deadlines.
- Professional demeanor and commitment to providing quality resident services.
Desired Skills
- Knowledge of HUD affordable housing requirements.
- Familiarity with tenant files, income documentation, and annual recertifications.
- Experience working with diverse populations.
- Strong customer service and problem-solving abilities.
- Ability to work independently and as part of a team.
Work Environment
This position is based in the management office serving HELP Philadelphia I & II, a Project-Based Section 8 affordable housing community. The Administrative Assistant will interact regularly with residents, property management staff, vendors, and other service providers.