Office Assistant Job at Elderly Housing Development & Operations Corporation (EH

Office Assistant – Part‑Time, 25hrs/week

Location: La Maison Acadienne, 339 French Street, Madawaska, ME 04756

Compensation: $21.84 per hour

Benefits: Pension

Base pay range: $22.00/hr – $22.00/hr

Key Responsibilities

• Answer phone calls, emails, and correspondence related to HUD and tax credit programs; greet tenants, prospective tenants, and visitors with professionalism; assist in maintaining and updating tenant records, files, and documents for compliance; prepare and process required paperwork such as tenant certifications, recertifications, and income verifications; prepare reports for program compliance, audits, and financial assessments; schedule and coordinate meetings, appointments, create notices and interviews for program staff and tenants; perform other tasks as assigned by property management.
• Enter and maintain accurate data into housing management software and spreadsheets; assist with the preparation and organization of documents for inspections, compliance reviews, and audits.
• Communicate with tenants regarding application statuses, documentation requirements, and rental payments; create work orders and close them when completed; provide general information and guidance about HUD and tax credit housing programs; support the team in ensuring compliance with HUD regulations, tax credit requirements, and local housing policies; coordinate with other departments to ensure accurate processing and reporting for audits or inspections.
• Maintain office supplies and assist with ordering as needed; organize and maintain office files, both electronic and physical, in a systematic and accessible manner; support office management in day‑to‑day operations to ensure smooth workflow.

Qualifications

• High school diploma or equivalent; additional administrative certifications or training is a plus.
• Experience in administrative support or office management, preferably in housing or property management.
• Knowledge or willingness to learn about HUD programs, tax credits, and affordable housing regulations.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook).
• Strong organizational skills with attention to detail.
• Excellent written and verbal communication skills.
• Ability to handle sensitive and confidential information with discretion.
• Customer service‑oriented with a helpful and positive attitude.
• Ability to work independently and as part of a team.
• A positive, professional attitude and willingness to learn.
• Bilingual skills (English/Spanish) are a plus.

Preferred Skills

• Experience with housing management software (OneSite).
• Familiarity with affordable housing programs, including Low‑Income Housing Tax Credits (LIHTC) and HUD regulations.
• Bilingual (Spanish/English) is a plus, but not required.

Physical Requirements

• Ability to sit, stand, and move around the building for extended periods.
• Some light lifting (e.g., office supplies, files) may be required.

Work Environment

• Office setting within a property management team managing both tax‑credit and HUD properties.
• Interaction with tenants, prospective tenants, property management staff, and regulatory agencies.
• Regular contact with the general public and prospective residents.

Elderly Housing Development & Operations Corporation and EHDOC Management LLC are equal opportunity employers.