Rental Admin Assist/Landlord Liaison

Hearthway, Inc • Pittsfield, MA • 15h ago

Company Overview Hearthway, Inc. is a dedicated non-profit organization committed to creating affordable housing and fostering vibrant communities. Since 1971, the organization has developed and managed numerous housing projects, providing essential services and support to residents throughout the region. Join Our Mission-Driven Team At Hearthway, our work is guided by a commitment to service, equity, and community impact. We are seeking a detail-oriented and service-driven Administrative Assistant - Landlord Liaison to support our Rental Housing Program (RHP). This role is ideal for someone who thrives in a fast-paced environment, enjoys building relationships, and takes pride in keeping operations organized and running smoothly. Position Overview The Administrative Assistant - Landlord Liaison plays a key role in supporting daily program operations while serving as the primary point of contact for landlords and property owners. This position blends administrative coordination, compliance support, and community relationship management. Key Responsibilities Program Administrative Support - Provide day-to-day administrative support including scheduling, correspondence, and file management - Maintain accurate physical and electronic records in compliance with program requirements - Process incoming/outgoing communications and route time-sensitive documents - Prepare reports, spreadsheets, and tracking logs - Support data entry and system updates - Assist with reporting, audits, and documentation requests Landlord Liaison & Owner Relations - Serve as the primary contact for landlords and property owners - Respond to inquiries professionally and in a timely manner - Coordinate Housing Quality Standards (HQS) inspections and track outcomes - Assist with landlord outreach, meetings, and communications - Maintain and update landlord contact databases - Draft and distribute program notices and correspondence Participant & Compliance Support - Provide front-line assistance to program participants - Support recertifications and rent increase processes - Ensure compliance with Fair Housing, VAWA, and ADA requirements - Assist with documentation for hearings and appeals - Maintain strict confidentiality standards Customer Service - Clearly explain program requirements and procedures - Manage high volumes of inquiries with professionalism and empathy - Provide timely responses and appropriate referrals Qualifications - Proficiency in Microsoft Word, Excel, and general computer use - Strong verbal and written communication skills - Ability to interact tactfully with diverse populations - Strong organizational skills and attention to detail - Ability to follow complex instructions and apply policies accurately - Team-oriented, mission-driven mindset with a positive approach Education & Experience - High school diploma or GED required - Associate\'s degree preferred - Prior experience in human services or administrative support preferred, but not required Why Join Hearthway? - Be part of a mission-driven organization making a real impact - Work in a collaborative, inclusive, and supportive environment - Engage with community partners and make meaningful connections Apply today to help support housing stability and strengthen our community.

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