Administrative Assistant (Villagebrook Property)

Full Circle Communities, Inc.; Carol Stream, Northern (IL, KY); Hybrid; USD 28,000 - 30,000; Full time

Benefits offered by this job

Paid vacation

Paid holidays

Floating holidays

Health insurance

Parental leave

SIMPLE IRA with 3% match

Employee assistance program

Education assistance

Job summary

Full Circle Communities, Inc. seeks an Administrative Assistant for Villagebrook in Carol Stream, IL. You will support daily operations, handle resident interactions, and assist the Community Manager.

This full-time role requires strong organizational skills, MS Word/Excel proficiency, and experience in property management processes. PSH expertise is preferred. Location: Villagebrook Apartments, Carol Stream, IL.

Qualifications

• High School diploma or GED is required.
• Minimum 2 years in an administrative setting or equivalent.
• Proficiency with Microsoft Word and Excel.
• Strong written and oral communication skills.
• Well-organized with attention to detail and multitasking ability.
• Valid driver’s license with reliable vehicle.

Responsibilities

• Serve as the first point of contact for residents with friendly, professional service.
• Assist with leasing activities and conduct monthly market checks of similar properties.
• Answer/direct phone calls, welcome visitors, and maintain an organized office.
• Maintain accurate resident files, lease docs, reports, and time records.
• Enter, update, and close work orders in Yardi; follow up as needed.

Skills

MS Word

MS Excel

Excellent communication

Organizational skills

Multitasking

Collaboration

Driver's license

Education

High School diploma or GED

Tax Credit Certification

PSH Expertise

Tools

Yardi

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 skills
• High 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 a3% employer match
• Employee Assistance Program
• Up to$5,250 annually for professional development and education assistance
• Opportunities … … … … … … Observation … … … … … …

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.