Department: Property Management
Reports To: Property Management Director
Location: Casper, WY
Status: Full-Time, Non-Exempt
Position Summary
The Administrative Assistant / Resident Coordinator plays a vital role in supporting property management operations, resident relations, and affordable housing compliance. This position serves as a key point of contact for residents, vendors, and staff while helping ensure compliance with Low-Income Housing Tax Credit (LIHTC), HOME, and HUD Section 8 program requirements.
The ideal candidate is highly organized, detail-oriented, customer-focused, and able to thrive in a fast-paced environment. This individual must be comfortable working independently with minimal supervision, adapting to changing priorities and systems, and professionally managing difficult resident interactions while maintaining a positive and respectful attitude.
Key Responsibilities
Resident Relations & Customer Service
- Serve as a primary point of contact for residents, vendors, and visitors.
- Respond to resident concerns and inquiries professionally, courteously, and promptly.
- De-escalate challenging situations and maintain positive resident relationships, even when requests cannot be accommodated.
- Coordinate resident communications, notices, appointments, and follow-up activities.
- Maintain confidentiality and professionalism when handling sensitive resident information.
Compliance Support
- Assist with preparing, reviewing, and tracking resident files for initial move-ins, annual recertifications, and interim changes.
- Verify that required income, asset, and student documentation is collected and complete for all affordable housing programs.
- Maintain accurate compliance records and update compliance tracking logs.
- Assist with compliance reporting to state housing agencies, HUD, and investors.
- Support preparation for audits, inspections, and monitoring reviews.
- Help ensure rent limits, income limits, utility allowances, and program requirements are applied correctly.
- Stay informed on program updates and assist management with implementing new compliance procedures.
Administrative Support
- Provide general administrative support to property management and compliance staff.
- Answer phones, route calls, and respond to inquiries professionally.
- Prepare letters, notices, reports, and correspondence.
- Organize and maintain electronic and physical filing systems.
- Enter and update data in property management software.
- Process invoices and maintain basic accounting records.
- Assist with office tasks such as mail handling, ordering supplies, and maintaining office organization.
- Coordinate scheduling of inspections, meetings, and resident appointments.
- Maintain electronic records using Microsoft Teams, SharePoint, and other company systems.
Required Qualifications
Education and Experience
- High school diploma or equivalent required.
- Some college coursework, administrative certification, or related education preferred.
- Minimum 1–3 years of experience in property management, affordable housing, customer service, administrative support, or a related field.
Must-Have Skills and Abilities
- Self-motivated with the ability to work independently and make sound decisions with minimal supervision.
- Strong attention to detail and commitment to accuracy.
- Ability to adapt quickly to changing priorities, procedures, and technology systems.
- Excellent customer service and conflict-resolution skills.
- Ability to professionally de-escalate difficult situations and communicate effectively with upset residents.
- Strong organizational and multitasking abilities in a fast-paced environment.
- Basic accounting knowledge and ability to process invoices and financial documentation accurately.
- Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, Teams, and SharePoint.
- Comfortable maintaining electronic records and minimizing paper-based processes.
- Strong written and verbal communication skills.
- Team-oriented with the ability to respectfully communicate differing opinions and accept organizational decisions.
- Ability to professionally and respectfully enforce policies and say "no" when necessary.
- Comfortable receiving feedback and working collaboratively with others.
- Ability to handle confidential information appropriately.
Preferred Qualifications (Nice to Have)
- Experience with Adobe Acrobat or other Adobe software products.
- Knowledge of Wyoming Landlord-Tenant laws.
- Experience in affordable housing programs, including LIHTC, HOME, HUD Section 8, or other subsidized housing programs.
- Experience conducting property inspections or evaluating physical structures.
- Experience negotiating with residents, vendors, contractors, or service providers.
- Willingness to learn, embrace change, and implement new processes and technologies.
- Experience with property management software such as Yardi, RealPage, AppFolio, or similar systems.
Work Environment
- Small office setting with close collaboration between management and staff.
- Occasional visits to properties for inspections, file reviews, and resident meetings.
- Ability to sit, stand, walk, and move throughout the office and properties as needed.
- Occasionally lift and carry up to 20 pounds.
Compensation and Benefits
- Competitive hourly wage or salary based on experience.
- Opportunities for affordable housing compliance training and career advancement.
Equal Opportunity Employer
WHN Property Management, LLC is an equal opportunity employer and values diversity in its workforce. We welcome applicants from all backgrounds who share our commitment to providing quality affordable housing and exceptional resident service.
Pay: $21.00 - $26.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Vision insurance
Work Location: In person
