Administrative Assistant

FirstService Residential; Huntley (IL); On-site; USD 38,572 - 39,261; Full time

Benefits offered by this job

Comprehensive medical plans

Dental insurance

Vision insurance

401k with company match

Paid holidays

Time off benefits

Job summary

A property management company in Huntley, Illinois, is seeking an experienced Administrative Assistant to support the daily operations of assigned community associations. The candidate will be responsible for managing customer service communications, handling work orders, and maintaining community information. The ideal applicant will have at least 3 years of administrative experience, proficiency in Microsoft Office, and the ability to manage confidential information effectively. This position offers a competitive hourly salary of $28.00 to $28.50, along with comprehensive benefits.

Qualifications

• Minimum of 3 years business experience in an administrative capacity or related experience.
• Proficiency in computer programs like Microsoft Office, Outlook and Windows required.
• Ability to work with sensitive and/or confidential information.

Responsibilities

• Assist in the administration and coordination of daily operations.
• Log work requests and update work order logs.
• Maintain communication with homeowners and Board of Trustees.

Skills

Customer service

Critical thinking

Problem solving

Proficiency in Microsoft Office

Job description

Join to apply for the Administrative Assistant role at FirstService Residential

Description

As an Administrative Assistant, you’ll be responsible for assisting to the administration and coordination of all of the day-to-day operations of an assigned Community Association including handling customer service function and maintaining communication with Board of Trustees and homeowners.

Your Responsibilities

• Provide excellent customer service and maintain open lines of communication with fellow associates, homeowners and Board of Trustees
• Have general knowledge and understanding of building systems and components
• Log work requests in Connect and generate work orders for maintenance staff and/or contractors
• Update work order log with notes and action taken by vendors.
• Close open work orders in system when complete by vendor.
• Update and maintain community information in Connect, including but not limited to the Community Web Site, Community Projects, Management Reports and all Association documents and forms
• Utilize Connect’s Resident Alert feature in order to keep homeowners apprised of Association activities and important updates, subject to Board authorization
• Provide Manager with work order log for inclusion in Board package
• Such other duties and responsibilities as may reasonably be directed and required

Skills & Qualifications

• Minimum of 3 years business experience in an administrative capacity or related experience
• Critical thinking, problem solving, judgement and decision-making abilities are necessary.
• Proficiency in computer programs like Microsoft Office, Outlook and Windows required.
• Ability to work with sensitive and/or confidential information.

Physical Requirements / Working Environment

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Position involves sitting, standing, stooping, kneeling, pushing, shoving, lifting, carrying and moving objects that can weigh up to 25 lbs. This movement can occur throughout the day. Must also be able to climb several flights of stairs if necessary.
• Must be able to sit and stand for extended periods of time.
• Must be able to communicate both on the phone and in person with our clients in order to resolve issues and manage the business.
• Must have finger dexterity for typing/using a keyboard.
• Must be mobile enough to move around both the office in order to make copies, send mail and faxes and to walk around the property. This could include lengthy walks on uneven areas.
• Talking and hearing occur continuously in the process of communicating with guests, supervisors, and other associates.
• Capable of working extended hours, to include evenings, weekends and holidays as necessary.
• This position may alternate between working indoors in a controlled climate and with proper lighting, to an outdoors setting with variable climate and lighting.
• Must be able to interact with all types of individuals, be mentally alert, detail oriented, and with good reasoning skills.
• Must be able to work on more than one assignment at a time with frequent interruptions, changes and delays. Must be able to remain focused and work effectively, efficiently, and cheerfully under such circumstances. For safety reasons, employee must remain alert to working conditions and aware of safety, health, and environmental concerns.
• Must be able to work effectively and cheerfully in an environment which may be stressful due to adversarial situations resulting from the proper performance of duties.

What We Offer

As a full-time exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, vision, and others. In addition, you will be eligible for time off benefits, paid holidays and a 401k with company match. Occasional travel may be required to attend training and other company functions.

Compensation

$28.00 - $28.50/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.

Seniority level

Mid-Senior level

Employment type

Full-time

Job function

Administrative