On-site Admin (Part-time)

HOA Talent; Chicago (IL); On-site; USD 25,000 - 39,000; Part time

Job summary

HOA Talent in Chicago is seeking a part-time Administrative Assistant to support daily office operations, maintain records, and assist leadership and external stakeholders. This role emphasizes organization, proactive task management, and attention to detail in a fast-paced environment.

The ideal candidate will have 2+ years in administrative or customer service roles, strong Microsoft Office skills, and a collaborative, process-driven mindset to help manage workload across teams and properties.

Qualifications

• 2+ years of administrative or related experience.
• Experience in property management or community association management is a plus.
• Strong written and verbal communication.
• High attention to detail and accuracy.
• Excellent organizational skills and multitasking ability.
• Strong customer service mindset.
• Comfortable with routine, process-driven tasks.
• Ability to manage high workload and ask for clarification when needed.

Responsibilities

• Provide daily administrative support to managers and team members.
• Maintain and update internal records, files, and documentation systems.
• Prepare reports, correspondence, and meeting materials.
• Coordinate travel arrangements, meetings, and calendars as needed.
• Monitor shared inboxes and route communications appropriately.
• Manage incoming and outgoing mail, including sorting and processing.
• Assist with preparation of annual reports and related documentation.
• Track administrative tasks and help manage workflow backlogs; support general office organization and supply management.
• Maintain professional communication with internal teams, leadership, board members, clients, or homeowners (as applicable).
• Take on additional administrative duties as assigned.

Job description

PLEASE NOTE THIS IS A PART-TIME POSITION.

Position Overview

We are seeking a reliable, detail-oriented Administrative Assistant to support day-to-day office and administrative operations. This role plays a key part in ensuring smooth internal workflows, maintaining organized records, and providing consistent support to leadership, team members, and external stakeholders. The ideal candidate is highly organized, proactive, and comfortable managing multiple priorities in a fast-paced environment.

Key Responsibilities

• Provide daily administrative support to managers and team members
• Maintain and update internal records, files, and documentation systems
• Prepare reports, correspondence, and meeting materials
• Coordinate travel arrangements, meetings, and calendars as needed
• Monitor shared inboxes and route communications appropriately
• Manage incoming and outgoing mail, including sorting and processing
• Assist with preparation of annual reports and related documentation
• Track administrative tasks and help manage workflow backlogsSupport general office organization and supply management
• Maintain professional communication with internal teams, leadership, board members, clients, or homeowners (as applicable)
• Take on additional administrative duties as assigned

Qualifications & Experience

• 2+ years of administrative, customer service, or related experience preferred
• Experience in property management, community association management, or a similar industry is a plus
• Advanced proficiency in Microsoft Office (Excel, Word, Outlook)
• Strong written and verbal communication skills
• High attention to detail and accuracy
• Excellent organizational skills with the ability to manage multiple tasks simultaneously
• Strong customer service mindset
• Comfortable working with routine, process-driven tasks
• Ability to manage high workload volume and ask questions when clarification is needed
• Dependable, proactive, and able to work effectively as part of a team

This role is ideal for someone who is action-oriented, organized, and committed to supporting operational excellence through strong administrative execution.