Administrative Assistant

Full Circle Communities, Inc.; Carol Stream (IL); On-site; USD 28,000 - 30,000; Full time

Benefits offered by this job

Vacation time

Paid holidays

Parental leave

Medical, dental, vision insurance

SIMPLE IRA with employer match

Education assistance

Job summary

Full Circle Communities, Inc. is seeking an Administrative Assistant at Villagebrook Apartments in Carol Stream, IL. You will support day-to-day operations, assist residents, and help manage administrative tasks under the Community Manager's guidance.

Responsibilities include handling resident communications, leasing support, file maintenance, and coordination with maintenance and compliance teams to ensure smooth operations and adherence to program requirements.

Qualifications

• High School diploma or GED.
• At least 2 years in an administrative setting or equivalent experience.
• Proficient in Microsoft Word and Excel.
• Strong written and verbal communication, highly organized, detail-oriented.

Responsibilities

• Serve as the first point of contact for residents and provide friendly, professional service.
• Assist with leasing activities and conduct market comparisons to support leasing strategies.
• Answer and direct phone calls, welcome visitors, and maintain a clean, organized office environment.
• Maintain resident files, lease documentation, reports and time records with deadlines.
• Support the resident recertification process and assist with compliance requirements.
• Enter, update, and close work orders in Yardi and coordinate with maintenance on requests.

Skills

Communication

Organization

Attention to detail

Multi-tasking

Collaboration

Time management

Education

High School diploma or GED

Tools

Microsoft Word

Excel

Job description

About the Role

At Full Circle Communities, we are dedicated to creating high-quality, affordable housing and supportive service environments. We pride ourselves on offering mission-driven work with opportunities for long-term career growth and advancement. We are currently seeking an Administrative Assistant to join our team at our Villagebrook property in Carol Stream, IL.

As an Administrative Assistant, you will support day-to-day operations at the Villagebrook property under the direct supervision of the Community Manager. This role is essential for maintaining smooth administrative functions, assisting residents, and ensuring efficient property management operations.

Key Responsibilities

Resident Relations & Administration

• Serve as the first point of contact for residents, providing friendly, professional, and responsive service.
• Meet with prospective applicants, assist with leasing activities, and conduct monthly phone shops of comparable properties to support market awareness and leasing strategies.
• Answer and direct phone calls, welcome visitors, and maintain a clean, organized, and well-stocked office environment.
• Maintain accurate and organized resident files, lease documentation, reports, and time records while meeting established deadlines.

Compliance Coordination

• Support the resident recertification process by conducting interviews, collecting required documentation, and preparing files for timely completion.
• Maintain accurate resident and property records and assist with ongoing compliance requirements.
• Ensure adherence to applicable program and financing requirements, including Section 42, HUD, Bond, FHLB, HOME, Section 811, and Project-Based Rental Assistance (PBRA).

Maintenance and Property Support

• Receive and document resident service requests and promptly enter, update, and close work orders in Yardi.
• Follow up on outstanding and completed service requests to promote resident satisfaction and ensure timely resolution.
• Assist the management team with required unit and property inspections.
• Coordinate with the maintenance team to ensure vacant units are clean, safe, properly prepared, and ready for leasing.

Financial and Operational Support

• Prepare and distribute resident notices using proactive and assertive outreach to ensure timely communication.
• Provide administrative and operational support to the property management team as needed.
• Perform other property management and administrative duties as assigned by management.

Qualifications

Required:

• High School diploma or GED
• At least 2 years in an administrative setting or equivalent experience
• Competency in Microsoft Word and Excel
• Excellent oral and written communication skillsHigh degree of organization and attention to detail
• Capacity to work productively under pressure and handle multiple priorities
• Ability to collaborate effectively with all levels of management and personnel
• Valid driver's license, auto insurance, and reliable vehicle

Preferred:

• Tax Credit Certification (required within 120 days of employment)
• PSH Expertise: Prior experience in Permanent Supportive Housing (PSH) is highly preferred, specifically a demonstrated ability to navigate the unique needs of residents who have experienced homelessness, trauma, or have complex physical and behavioral health needs.

Physical Requirements

• Must be able to lift up to 20 lbs. occasionally
• Frequent walking, stair climbing, and site inspections (including attics/roofs)

Job Details

Location: Villagebrook Apartments; Carol Stream, IL
Schedule: Full-Time; non-exempt; Monday-Friday, plus weekends/holidays as needed

Compensation and Benefits

Salary: $20.00 - $22.00/hour, commensurate with experience
We believe in supporting the people who support our residents. Our benefits include:

• 11 days of paid vacation
• 12 paid company holidays
• 3 floating holidays
• Employer-supported medical, dental, and vision insurance
• Paid parental leave
• SIMPLE IRA with up to a 3% employer match
• Employee Assistance Program
• Up to $5,250 annually for professional development and education assistance
• Opportunities for career growth within a mission-driven organization

Benefits may vary based on position, location, and employment status.

Why Join Full Circle?

We're more than a property management company - we're a mission-driven organization that puts people first. Join a passionate team dedicated to housing equity and make a direct impact on the lives of residents across our communities.

Pre-Employment Requirements: final candidates will be required to pass a background check and provide professional references.