Administrative Assistant (Part-Time)

FirstService Residential; Deerfield (IL); On-site; USD 25,000 - 28,000; Part time

Benefits offered by this job

401(k) program

Paid sick time

Paid personal time

Job summary

FirstService Residential in the Chicago area is seeking a Part-Time Administrative Assistant to support the administration and coordination of daily operations for an assigned Community Association. You will handle customer service concerns and liaise with the Board of Trustees and homeowners.

This role emphasizes high energy, multi-tasking, and clear written and verbal communication to maintain service excellence, process work orders, manage documents, and prepare owner packets.

Qualifications

• Associate’s degree or higher in Business or a related field.
• 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.

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

Communication

Multi-tasking

Teamwork

High energy

Education

Associate degree or higher in Business or related field

Job description

Description

Job Overview: As a Part-Time Administrative Assistant, you’ll be responsible for assisting to 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 part-time opportunity is available at a property in the northern suburbs 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 part-time associate, you will be eligible for benefits including paid sick and personal time, as well as a 401(k) program.

Compensation

$ 18.00 - $ 20.00 / 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.