Administrative Assistant (5TMSP)

5T Management; Chicago (IL); On-site; USD 40,000 - 43,000; Full time

Benefits offered by this job

Competitive compensation

Medical, dental, and vision insurance

401(k) retirement plan

Paid time off

Job summary

5T Management is seeking an Administrative Assistant to support the Property Manager and site team at CHA communities in Chicago. You will maintain records, handle correspondence, schedule appointments, and ensure audit-ready documentation while delivering excellent resident service.

The role requires organization, attention to detail, and the ability to thrive in a fast-paced, mission-driven environment. Competitive benefits are offered and confidentiality is essential.

Qualifications

• High school diploma or equivalent; Associate's degree preferred.
• 1–2 years of administrative or office experience, preferably in property management or affordable housing.
• Experience in CHA, HUD, or affordable housing environments preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Experience with Yardi Voyager or similar property management software preferred.
• Strong written and verbal communication with high attention to detail.
• Ability to multitask, prioritize, and maintain composure in a fast-paced environment.
• Demonstrated reliability, professionalism, and discretion with sensitive information.

Responsibilities

• Welcome residents and visitors with professionalism and warmth; answer phones and greet walk-ins.
• Maintain resident files, lease documents, and compliance records in audit-ready state per CHA/HUD standards.
• Prepare and distribute notices, newsletters, and resident correspondence as directed by management.
• Schedule resident appointments for certifications, recertifications, lease signings, and events; manage staff calendars.
• Perform general office tasks: data entry, scanning, filing, copying, and supply ordering.
• Enter resident and property data into Yardi accurately and within required timeframes.
• Receive, log, and route resident maintenance requests; track open work orders and overdue items.
• Accept and log rent payments; issue receipts and maintain payment logs.
• Assist with CHA-required reports and documentation packages; track deadlines.

Skills

Communication skills

Attention to detail

Multitasking

Education

High school diploma or equivalent

Associate's degree preferred

Tools

Microsoft Office Suite

Yardi Voyager

Job description

Location: Assigned CHA Community

Reports To: Property Manager / Assistant Property Manager

Salary: $40,000 -- $43,000

Who We Are

5T Management Service Provider is a values-driven property management company dedicated to delivering exceptional housing and services at Chicago Housing Authority communities across Chicago. We operate with an owner-operator mindset: every community we manage is treated with the same care, discipline, and pride we would bring to a property we own ourselves. Our team members are the foundation of that standard.

About the Role

The Administrative Assistant is a frontline role that keeps the site office running with accuracy and care. You will provide direct support to the Property Manager and site team, serve as a welcoming and dependable presence for residents and visitors, and play a critical role in maintaining the records and documentation that keep our CHA communities compliant and audit-ready.

We are looking for someone who is organized, detail-oriented, and committed to providing outstanding service in a fast-paced, mission-driven environment.

Key Responsibilities

• Welcome residents and visitors with professionalism and warmth. Answer phones, greet walk-ins, and support positive first impressions at every interaction.
• Maintain resident files, lease documents, and compliance records in a complete, accurate, and audit-ready state in accordance with CHA and HUD standards.
• Prepare and distribute notices, newsletters, meeting materials, and resident correspondence as directed by management.
• Schedule resident appointments for certifications, recertifications, lease signings, and community events. Manage and update staff calendars.
• Perform general office tasks including data entry, scanning, filing, copying, and supply ordering.
• Enter resident and property data into Yardi accurately and within required timeframes. Cross-reference system data against physical files and flag discrepancies.
• Receive, log, and route resident maintenance requests. Track open work orders and flag overdue items to the Property Manager.
• Accept and log rent payments under the direct supervision of the Property Manager. Issue receipts and maintain accurate payment logs.
• Support audit preparation by organizing, compiling, and verifying documentation prior to review. Track compliance deadlines and flag upcoming due dates.
• Assist with CHA-required reports, certifications, and documentation packages under management direction.
• Maintain strict confidentiality of resident, financial, and company information at all times.

Qualifications

• High school diploma or equivalent required. Associate's degree preferred.
• Minimum 1 to 2 years of administrative or office experience, preferably in property management or affordable housing.
• Experience in CHA, HUD, or affordable housing environments preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) required.
• Experience with Yardi Voyager or similar property management software preferred.
• Strong written and verbal communication skills with high attention to detail.
• Ability to multitask, prioritize, and maintain composure in a fast-paced environment.
• Demonstrated reliability, professionalism, and discretion in handling sensitive information.

Why Work With Us

At Five T Management Service Provider, our success starts with our people. We foster a collaborative, high-performance culture where every team member is empowered to contribute, learn, and grow. We take pride in managing each property like it's our own and making a meaningful impact in the communities we serve.

We offer:

• Competitive compensation
• Medical, dental, and vision insurance
• 401(k) retirement plan
• Paid time off

If you take pride in your work, value strong relationships, and want to be part of a team that's making Chicago communities better every day, we want to meet you.