We are looking for an Office Specialist to support property administration activities for a community in California. This Contract position is ideal for someone who can balance resident service, office coordination, and daily operational support in a housing environment. The person in this role will help keep property records organized, assist with compliance-related processes, and contribute to efficient communication with residents, staff, and external partners.
Responsibilities:
- Oversee administrative and operational activities for the assigned property to help maintain an organized, safe, and resident-focused community.
- Support staff coordination by assisting with scheduling, onboarding, training follow-up, and day-to-day workflow distribution across office and site functions.
- Maintain resident records, waiting lists, and occupancy documentation in accordance with applicable housing regulations, Fair Housing standards, and Section 504 guidelines.
- Coordinate with maintenance teams and outside vendors to track service requests, preventive maintenance activity, repairs, and completion timelines.
- Prepare documentation and organize files needed for audits, inspections, and compliance reviews, ensuring required materials are accurate and readily accessible.
- Assist with rent administration by tracking collections, recording deposit information, monitoring receivables, and escalating delinquent accounts for appropriate follow-up.
- Contribute to annual budget planning and support ongoing expense tracking to help the property operate within approved financial targets.
- Help market available units, process move-ins and recertifications, and keep resident files current and complete under regulatory requirements.
- Conduct or support periodic unit and site inspections, document findings, and coordinate follow-up actions such as work orders, notices, or resident chargebacks.
- High school diploma or equivalent required.
- At least 1 year of supervisory or team lead experience required.
- Prior experience in property management, property administration, or housing operations is preferred.
- Familiarity with Section 8, tax credit housing, or other regulated affordable housing programs is preferred.
- Proficiency with Microsoft Office 365, including common office applications used for reporting, correspondence, and recordkeeping.
- Strong administrative, clerical, and customer service skills with the ability to manage correspondence and office functions effectively.
- Excellent organization, attention to detail, and time management skills, with the ability to handle multiple priorities and meet deadlines.
- Real estate licensure or a property management certification is a plus.