Housing Services Associate

Peakmade-Real-Estate-1; Chicago (IL); On-site; USD 23,000 - 25,000; Full time

Job summary

University Center in Chicago is seeking a full-time on-site Administrative Assistant to support housing and front desk operations with a focus on exceptional customer service. You will handle calls, mail, move-ins/outs, file maintenance, and access control while coordinating tours for prospective residents.

The role requires strong communication, computer skills, and flexibility for evenings/weekends during peak periods. High school diploma and 1–2 years of customer service are preferred.

Qualifications

• High school diploma or equivalent required.
• 1-2 years of customer service experience preferred.
• Excellent verbal and written communication skills.
• Computer literacy required; ability to navigate Microsoft Office and learn new software.

Responsibilities

• Answering phones and directing residents.
• Processing mail and coordinating move-ins/move-outs.
• Maintaining student files and paperwork.
• Managing access, keys, and meal plan tasks.
• Provide tours of University Center to prospective residents.
• Flexible availability on evenings and weekends during peak periods.

Skills

Customer service

Communication

Computer literacy

Education

High school diploma

Tools

Microsoft Office

Job description

This position will provide excellent customer service and assist with all aspects of Housing and Front Desk Services at University Center. As with all positions, other duties may be assigned by a supervisor in order to meet resident and operational needs.

This is a full-time, on-site administrative position, Monday - Friday from 9am – 5pm, with occasional weekend shifts.

Primary responsibilities include:

• Answering phones
• Processing mail
• Coordinating move-ins & move-outs
• Customer service for residents

Essential Duties & Responsibilities

• Process requests for move-in, move-out, unit change, unit consolidation, and communicate as appropriate.
• Manage move-out inspections by coordinating RA inspections, communicating charges to educational institutions, and informing the Housing Team of room condition.
• Maintain all student files, both hard and electronic files, and ensure that all required paperwork has been submitted.
• Maintain the organization and distribution of bedroom and closet keys.
• Assist with meal plan management, changes, and reconciliations.
• Maintain student access to building, removing access for students who have cancelled, and process room changes in the ID card system (VisionLine & Avigilon Alta).
• Respond to and manage conflicts in relation to housing assignment issues brought forth by students, parents, staff, and guests.
• Provide tours of University Center to prospective residents.
• Flexible availability on evenings and weekends during peak move-in and move-out periods.
• Provide a high level of service in communicating with visitors, parents, and employees in day-to-day operations.
• Answer and transfer all incoming calls. Direct residents to procedure forms, website information and forms and answer questions about policies and procedures related to their housing assignment and residence life matters.
• Explain University Center policies, procedures, facilities, and availability of space to students, parents, and staff, including billing and cancellation charges.
• Assist in mail room and package operations by:
• Provide customer service in a courteous and professional manner, including if mail room open door hours are required during high-volume times.
• Sort and file USPS mail.
• Use software to store packages in lockers and over-flow areas.
• Audit locker reports for packages that need to be removed.
• Overall, maintain processes to accurately distribute to customers.

• Additional responsibilities as required

Education & Experience

• High school diploma or equivalent required
• 1-2 years of customer service experience highly preferred
• Excellent customer service skills while maintaining the highest standards of professionalism
• Excellent verbal and written communication skills
• Computer literacy required, ability to navigate Microsoft Office and learn new software systems successfully
• Must be willing to obtain the required Illinois Leasing license within 120 days.

Physical Requirements

• The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office productivity machinery (i.e., phone, copy machine, etc.)
• The person in this position frequency communicates with students and parents. Must be able to exchange accurate information.
• While performing the duties of this job, the employee is regularly required to talk or hear.

*The anticipated pay range for this role is $17.05–$18.00 per hour, with final compensation determined based on experience, skills, and internal equity.