Bilingual Administrative Assistant

SustainableHR; Chicago (IL); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Health Insurance

Dental Insurance

Vision Insurance

401(k) Retirement Plan

Paid Time Off (PTO)

Paid Holidays

Professional Development Opportunities

Career Growth Opportunities

Job summary

SustainableHR in Chicago seeks a highly organized bilingual Administrative Assistant (English/Spanish) to support daily operations for a growing property management company. This role serves tenants, property owners, vendors and staff, requiring fluent English and Spanish, strong communication, and solid administrative skills.

Responsibilities include handling calls/emails, greeting visitors, filing, preparing notices and reports, data entry, scheduling, and coordinating maintenance while

Qualifications

• Fluent in both English and Spanish (spoken and written).
• High school diploma or equivalent.
• 1-3 years of administrative, office support, customer service, or property management experience.
• Strong verbal and written communication skills.
• Excellent organizational and time-management abilities.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel).
• Ability to handle confidential information with professionalism and discretion.
• Strong attention to detail and accuracy.

Responsibilities

• Answer and direct incoming phone calls, emails, and office inquiries in both English and Spanish.
• Greet tenants, property owners, vendors, and visitors in a professional and friendly manner.
• Maintain organized electronic and paper filing systems.
• Prepare correspondence, notices, reports, and other administrative documents.
• Assist with data entry, recordkeeping, and document management.
• Schedule appointments, meetings, inspections, and vendor services.
• Respond to tenant questions and concerns regarding leases, maintenance requests, rent payments, and general property information.
• Translate verbal and written communications between English and Spanish as needed.
• Assist with tenant onboarding, lease documentation, and move-in/move-out processes.
• Support residents by providing timely and accurate information regarding company policies and procedures.
• Enter and update information within property management software systems.
• Assist with processing maintenance requests and coordinating service appointments.
• Track work orders and follow up with vendors and residents regarding service completion.
• Help prepare leasing packets, renewal notices, and resident communications.
• Maintain accurate records of tenant files, vendor contracts, and property documentation.

Skills

Bilingual communication

Multitasking

Customer service

Professional communication

Team collaboration

Attention to detail

Discretion

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

Bilingual Administrative Assistant (English/Spanish)

Position Summary

We are seeking a highly organized, customer-focused, and bilingual Administrative Assistant to support the daily operations of a growing property management company. This role serves as a key point of contact for tenants, property owners, vendors, and internal staff, helping ensure efficient office operations and exceptional customer service.

The ideal candidate is fluent in both English and Spanish, possesses strong communication and administrative skills, and thrives in a fast-paced environment where attention to detail and multitasking are essential.

Key Responsibilities

Administrative Support

• Answer and direct incoming phone calls, emails, and office inquiries in both English and Spanish.
• Greet tenants, property owners, vendors, and visitors in a professional and friendly manner.
• Maintain organized electronic and paper filing systems.
• Prepare correspondence, notices, reports, and other administrative documents.
• Assist with data entry, recordkeeping, and document management.
• Schedule appointments, meetings, inspections, and vendor services.

Tenant & Resident Relations

• Respond to tenant questions and concerns regarding leases, maintenance requests, rent payments, and general property information.
• Translate verbal and written communications between English and Spanish as needed.
• Assist with tenant onboarding, lease documentation, and move-in/move-out processes.
• Support residents by providing timely and accurate information regarding company policies and procedures.

Property Management Support

• Enter and update information within property management software systems.
• Assist with processing maintenance requests and coordinating service appointments.
• Track work orders and follow up with vendors and residents regarding service completion.
• Help prepare leasing packets, renewal notices, and resident communications.
• Maintain accurate records of tenant files, vendor contracts, and property documentation.

Accounting & Office Coordination

• Assist with rent collection tracking and payment processing.
• Support accounts payable and accounts receivable functions as needed.
• Maintain office supply inventory and coordinate purchasing.
• Assist with invoice processing and vendor documentation.
• Support management with special projects and operational initiatives.

Qualifications

Required

• Fluent in both English and Spanish (spoken and written).
• High school diploma or equivalent.
• Minimum of 1-3 years of administrative, office support, customer service, or property management experience.
• Strong verbal and written communication skills.
• Excellent organizational and time-management abilities.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel).
• Ability to handle confidential information with professionalism and discretion.
• Strong attention to detail and accuracy.

Preferred

• Experience in property management, real estate, housing, or maintenance-related industries.
• Familiarity with property management software platforms.
• Basic accounting, bookkeeping, or rent collection experience.
• Experience coordinating vendors, contractors, or maintenance requests.

Skills & Competencies

• Customer service orientation
• Multitasking and prioritization
• Problem-solving and conflict resolution
• Professional communication
• Team collaboration
• Attention to detail
• Dependability and accountability

Compensation & Benefits

Compensation: Competitive salary based on experience and qualifications.

Benefits May Include:

• Health Insurance
• Dental Insurance
• Vision Insurance
• 401(k) Retirement Plan
• Paid Time Off (PTO)
• Paid Holidays
• Professional Development Opportunities
• Career Growth Opportunities

Schedule

• Full-time
• Monday–Friday
• Occasional flexibility may be required based on business needs

Work Environment

This position is primarily office-based and requires frequent interaction with tenants, property owners, vendors, and internal team members. The ideal candidate enjoys working in a collaborative environment and providing exceptional support to both customers and colleagues