Community Association Admin Pro — Fast-Paced Support & Coordination

FirstService Residential; Chicago (IL); On-site; USD 32,000 - 37,000; Full time

Job summary

FirstService Residential is seeking an Administrative Assistant to support the community association’s day-to-day operations in Chicago. You will assist the Community Manager, coordinate with the Board of Trustees and homeowners, and handle communications, data entry, and file management.

The role emphasizes multitasking, strong written and spoken English, attention to detail, and responsive customer service within a fast-paced property management environment.

Qualifications

• Associate degree or higher in Business or related field or equivalent administrative experience.
• Ability to multitask and manage competing priorities in a fast-paced environment.
• Strong verbal and written communication skills with a customer-service mindset.
• Experience coordinating with boards, homeowners, and vendors is a plus.

Responsibilities

• Provide staff support to ensure needs of homeowners, Board, and Community Manager are addressed.
• Maintain high service levels in all interactions with residents, vendors, and staff.
• Process work orders and track progress to completion with follow-ups as needed.
• Enter and maintain contact, emergency, and insurance data for unit owners; distribute quarterly updates.
• Create and distribute communications to homeowners (maintenance notices, reminders, meeting notices).
• Maintain office calendar for move-ins/outs, deliveries, meetings, inspections, and time off.
• Fax, scan, file documents for the Association and homeowners as directed by the Community Manager.
• Develop new owner packets and data entry for new homeowners and intercom tags.

Skills

Associate degree or higher

Multitask

Communication skills

Customer service mindset

Education

Associate’s degree or higher in Business or related field

Tools

ClickPay

Intercom

Job description

FirstService Residential is seeking an Administrative Assistant to support the community association’s day-to-day operations in Chicago. You will assist the Community Manager, coordinate with the Board of Trustees and homeowners, and handle communications, data entry, and file management.

The role emphasizes multitasking, strong written and spoken English, attention to detail, and responsive customer service within a fast-paced property management environment.