Housing Administrative Assistant

Here at Community House Mental Health Agency, we strive to provide a supportive family atmosphere in Seattle and King County for people with severe and persistent mental illness. Each person who walks through our door has a unique story, and we believe that everyone deserves to feel welcomed and valued.

The Housing Administrative Assistant provides administrative support to the Property Management Department and serves as a key point of contact for applicants, residents, vendors, community partners, and staff. This position supports leasing activities, resident file management, waitlist administration, compliance documentation, inspections, rent calculations, and housing operations across Community House properties. The Housing Administrative Assistant works closely with the Property Manager, Accounting Department, Maintenance Department, and Housing Services staff to ensure efficient operations and excellent customer service.

At Community House, we value a strong work-life balance and aim to provide the best support for our workers. As a CHMHA employee, you will have access to a range of unique benefits, such as company-paid medical/dental/vision/disability insurance, a 403B retirement plan with employer match, continuing education credit, a personal unlimited Orca Card, and an employee assistance program with financial, mental, and legal assistance.

SCHEDULE

Monday-Friday, 9:00am-4:00pm (35 hours/week, Full-Time)

RESPONSIBILITIES

• Track unit availability and coordinate applicant inquiries with Property Management staff.

• Schedule appointments for housing applications, eligibility documentation, move-in paperwork, and other housing-related processes.

• Coordinate property tours and applicant meetings with Property Management staff.

• Maintain and update housing waitlists.

• Provide administrative support for leasing activities, including preparation of move-in and move-out documentation.

• Enter and maintain resident, applicant, and property information within MRI Housing Software and other agency systems.

• Process resident files and maintain documentation for move-ins, move-outs, annual reviews, and recertifications.

• Coordinate documentation and information transfers between Property Management, Accounting, and other departments.

• Create collection and accounting packets as required.

• Schedule accounts receivable appointments and prepare required notices and correspondence for Property Management review and issuance.

• Prepare and distribute notices in accordance with agency policy and applicable requirements as directed by Property Management staff.

• Coordinate appointments between Property Management staff, residents, and Case Managers to support communication and service coordination.

• Maintain and distribute keys and key records in accordance with agency procedures.

• Coordinate and schedule unit inspections, pest treatment follow-up activities, and related documentation as directed.

• Prepare inspection reports and maintain supporting documentation.

• Assist with lease compliance tracking, documentation, and resident communications.

• Prepare annual review and rent calculation documentation for Property Management review and approval.

• Track unit turns within Maintenance Care and other maintenance systems and coordinate communication regarding status updates.

• Monitor completion of maintenance turnover work and communicate progress to appropriate staff.

• Provide professional front-office and customer service support to residents, applicants, vendors, community partners, and neighbors.

• Compile data and prepare reports related to housing operations and program performance.

• Create incident and response reports related to first responder activity occurring at housing sites when Property Management staff are not present.

• Maintain tenant and applicant files in accordance with agency, funding, and regulatory requirements.

• Assist with housing compliance, reporting, and administrative projects as assigned.

• Attend department, staff, and community meetings as requested.

• Perform other duties as assigned.

BASIC QUALIFICATIONS

• High school diploma or equivalent.
• One year of administrative support experience required; housing, property management, social services, or compliance-related experience preferred.
• Experience working with individuals experiencing housing instability, behavioral health challenges, homelessness, recovery, or other significant life challenges.
• Successfully pass criminal background check before hire date.
• Strong customer service and interpersonal skills.
• Strong organizational skills with attention to detail and accuracy.
• Ability to manage multiple priorities and deadlines.
• Strong oral and written communication skills.
• Proficiency with Microsoft Office applications and database systems.
• Ability to perform data entry with a high degree of accuracy.
• Ability to maintain confidentiality and professional boundaries.
• Current First Aid and CPR certification, or ability to obtain within required timeframe.
• Valid Washington State driver's license and insurable driving record.
• Ability to obtain and maintain certifications, trainings, and credentials required by funders, regulators, or the agency.
• Ability to perform duties outlined above with or without reasonable accommodation.

PREFERRED QUALIFICATIONS

• Experience with MRI Housing Software or similar property management software.
• Experience working with diverse, low-income, or special-needs populations.
• Certified Occupancy Specialist certification.