Administrative Assistant

FirstService Residential; Chicago (IL); On-site; USD 32,000 - 37,000; Full time

Job summary

FirstService Residential is seeking an Administrative Assistant to support the community association’s day-to-day operations in Chicago. You will assist the Community Manager, coordinate with the Board of Trustees and homeowners, and handle communications, data entry, and file management.

The role emphasizes multitasking, strong written and spoken English, attention to detail, and responsive customer service within a fast-paced property management environment.

Qualifications

• Associate degree or higher in Business or related field or equivalent administrative experience.
• Ability to multitask and manage competing priorities in a fast-paced environment.
• Strong verbal and written communication skills with a customer-service mindset.
• Experience coordinating with boards, homeowners, and vendors is a plus.

Responsibilities

• Provide staff support to ensure needs of homeowners, Board, and Community Manager are addressed.
• Maintain high service levels in all interactions with residents, vendors, and staff.
• Process work orders and track progress to completion with follow-ups as needed.
• Enter and maintain contact, emergency, and insurance data for unit owners; distribute quarterly updates.
• Create and distribute communications to homeowners (maintenance notices, reminders, meeting notices).
• Maintain office calendar for move-ins/outs, deliveries, meetings, inspections, and time off.
• Fax, scan, file documents for the Association and homeowners as directed by the Community Manager.
• Develop new owner packets and data entry for new homeowners and intercom tags.

Skills

Associate degree or higher

Multitask

Communication skills

Customer service mindset

Education

Associate’s degree or higher in Business or related field

Tools

ClickPay

Intercom

Job description

Description

Job Overview:

As an Administrative Assistant, you’ll be responsible for assisting the administration and coordination of all day-to-day operations of an assigned Community Association. Your daily responsibilities will include resolving customer service concerns and maintaining communication with Board of Trustees and homeowners.

This opportunity is available at a property in the South Loop neighborhood of Chicago, Illinois.

Your Responsibilities:

• Provide staff support and guidance to ensure that the needs or desires of the homeowners, Board of Directors, and Community Manager are being addressed.
• Maintain a level of service excellence in all interactions with residents, vendors, staff, and colleagues with knowledge and enforcement of the Community Governing Documents.
• Process work order requests issued by owners, maintenance team, and Community Manager. Monitor progress of each, following up as needed to close each work order to completion.
• Data entry including contact information, emergency information, and insurance certificates for unit owners. Update information as appropriate and distribute on a quarterly basis.
• Create and distribute communications to homeowners, including scheduled maintenance notices, rule reminders, holiday notices, meeting notices, and other pertinent association business information.
• Maintain office calendar to reflect move-ins and move-outs, deliveries, meetings, inspections, scheduled maintenance, and scheduled time off.
• Faxing, scanning, and filing Association and homeowner’s documents as directed by the Community Manager.
• Developing new owner packets including ClickPay and Cable information, data entry for new homeowner and emergency contact, and newly ordered intercom tags.

Skills & Qualifications:

• Associate’s degree or higher in Business or a related field, or equivalent experience in an administrative capacity.
• Works effectively with coworkers, clients, customers, and others by sharing ideas in a constructive and positive manner; addresses problems and issues constructively to find mutually acceptable and practical business solutions.
• Must possess a high energy attitude and an ability to multi-task/prioritize different projects at any given time.
• Superior oral and written communication skills.

What We Offer:

As a full-time hourly associate, you will be eligible for full comprehensive benefits including your choice of multiple medical plans, dental, vision, life insurance, short-term and long-term disability, legal, identity theft, and pet insurance. You will also be eligible for company-paid life insurance and benefits from our employee assistance program. In addition, you will be eligible for paid time off, paid holidays, tuition reimbursement, and a 401(k) with company match.

Compensation

$ 23.00 - $ 27.00 / hour

Disclaimer Statement

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.

Automated Employment Decision Tool (AEDT) Usage

We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.

Job Qualifications and Characteristics Assessed

The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Alternative Selection Process or Reasonable Accommodations

Candidates who require an alternative selection process or a “reasonable accommodation,” as defined under applicable disability laws, may make a request through our designated contact channel [e-mail].

Requesting Information About the AEDT - NYC Local Law 144

Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at [e-mail]; we will respond in accordance with Local Law 144, within 30 days.