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Now viewing: Office Admin
RH
Robert Half
Office Admin
Job Description
Description We are looking for an Office Admin to support resident and membership records, stock transfer activities, and front-office service in California. This is a Long-term position within a non-profit environment, ideal for someone who can balance administrative accuracy with courteous day-to-day support for residents, visitors, and internal teams. The role involves coordinating documentation, maintaining organized records, and helping ensure a smooth experience for ownership transfers, member services, and related office processes.
Responsibilities:
- Welcome visitors to the office, answer routine questions, and provide attentive assistance to residents, staff, and external partners.
- Review and process ownership withdrawal and transfer paperwork, including preparation of supporting documents and fee collection.
- Coordinate inspections and document flow with sales, escrow, finance, and property teams to keep transactions moving efficiently.
- Prepare financial requests and route payments or related materials to the appropriate departments for handling.
- Maintain accurate resident, shareholder, and membership records, including file updates, certificate preparation, and general records administration.
- Issue and replace identification cards, distribute new-member materials, and support onboarding items such as keys, packets, and assigned access materials.
- Track sensitive resident status updates, including deceased resident reporting, and assist with pass eligibility verification for authorized family members or representatives.
- Support annual meeting activities, year-end mailings, and administrative processing for member programs such as pet registration and caregiver passes.
- Provide backup support for general office and copy supply tasks as needed and assist with other administrative duties assigned by leadership. Requirements
- Prior experience in office administration, clerical support, records management, or a similar administrative role.
- Proficiency with computers and standard business software, with the ability to learn department-specific processes quickly.
- Strong attention to detail and accuracy when handling documents, records, and financial or member-related information.
- Effective verbal and written communication skills, with the ability to interact professionally with residents, staff, board members, escrow contacts, and visitors.
- Ability to stay organized, manage multiple priorities, maintain confidentiality, and use sound judgment in sensitive situations.
- Physical ability to perform routine office tasks, including extended sitting, repetitive keyboard use, walking, reaching, and lifting or moving office materials within stated limits.
- Ability to read, understand, and apply workplace policies while collaborating constructively with coworkers and stakeholders.