Operations Assistant - Chicago, IL

UPholdings, LLC; Chicago, Northern (IL, KY); Hybrid; USD 59,000 - 72,000; Full time

Job summary

Upholdings, LLC in Chicago, IL is seeking an Operations Assistant to provide administrative and operational support within the Operations Department of an affordable housing development and property management company.

The role reports to the Director of Operations and Operations Manager; full-time on-site at 1343 N. Cleveland Ave, Chicago, IL 60610. The ideal candidate is organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.

Qualifications

• High school diploma or equivalent; associate or bachelor’s degree preferred.
• 2+ years of administrative, operations, property management, real estate, or related experience.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office, particularly Excel, Word, Outlook, and Teams.

Responsibilities

• Provide day-to-day administrative support to the Director of Operations and Operations Manager.
• Maintain calendars, schedules, meeting agendas, action items, and follow-up assignments.
• Coordinate internal meetings, conference calls, training sessions, inspections, and operational initiatives.
• Prepare correspondence, reports, spreadsheets, presentations, and other operational documents.
• Track deadlines and follow up with team members to ensure assignments are completed timely.
• Maintain organized electronic and physical files in accordance with company procedures.
• Assist with the development and implementation of operational policies, procedures, and workflows.
• Support special projects and other assignments as directed by the Director of Operations.

Skills

Organizational skills

Time-management

Written and verbal communication

Microsoft Office proficiency

Education

High school diploma

Associate or Bachelor’s degree preferred

Tools

Excel

Word

Outlook

Teams

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Operations Assistant - Chicago, IL

8 days ago Requisition ID: 1033

Salary: $65,000.00 Annually

OPERATIONS ASSISTANT

Affordable Housing Development & Property Management

Department: Operations
Reports To: Director of Operations & Operations Manager
Employment Type: Full-Time
Location: 1343 N. Cleveland Ave. Chicago, IL. 60610

POSITION SUMMARY

The Operations Assistant provides administrative, organizational, and operational support to the Operations Department of an affordable housing development and property management company. This position works closely with the Director of Operations, Regional Property Managers, Property Managers, and other internal and external partners to ensure that operational activities are completed accurately, timely, and in accordance with company policies, regulatory requirements, funding requirements, and established performance standards.

The ideal candidate is highly organized, detail-oriented, proactive, and comfortable working in a fast-paced environment with multiple priorities. Experience with affordable housing, property management, LIHTC, HUD, CHA, Section 8, supportive housing, or other government-assisted housing programs is strongly preferred.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Operations & Administrative Support

• Provide day-to-day administrative support to the Director of Operations and Operations Manager
• Maintain calendars, schedules, meeting agendas, action items, and follow-up assignments.
• Coordinate internal meetings, conference calls, training sessions, inspections, and operational initiatives.
• Prepare correspondence, reports, spreadsheets, presentations, and other operational documents.
• Track deadlines and follow up with team members to ensure assignments are completed timely.
• Maintain organized electronic and physical files in accordance with company procedures.
• Assist with the development and implementation of operational policies, procedures, and workflows.
• Support special projects and other assignments as directed by the Director of Operations.

Affordable Housing & Property Management Support

• Assist Regional Property Managers and Property Managers with operational requests and follow-up.
• Monitor property-level deliverables, including inspections, certifications, reports, corrective actions, and other compliance-related deadlines.
• Assist with tracking vacancies, move-ins, move-outs, delinquency, collections, maintenance issues, resident concerns, and other key property performance indicators.
• Review operational reports for completeness and identify items requiring follow-up.
• Assist with maintaining accurate property and unit information in company systems.
• Assist with preparing information for property inspections, management reviews, audits, lender/owner requests, and regulatory reviews.

Reporting & Performance Tracking

• Assist in preparing monthly and quarterly operational reports.
• Maintain spreadsheets and tracking tools related to property performance.
• Assist with monitoring key performance indicators, including:
  • Occupancy and vacancy
  • Delinquency and collections
  • Rent collection
  • Unit turns
  • Move-ins and move-outs
  • Work orders and maintenance activity
  • Inspections and corrective actions
  • Compliance deadlines
  • Budget and operational deliverables
  • Rent Increase submissions
• Compile information from various departments and ensure reports are accurate and submitted by established deadlines.
• Assist with maintaining dashboards and other management reporting tools.
• Assist with obtaining and organizing vendor documentation, proposals, invoices, certificates of insurance, contracts, and related records.
• Track outstanding invoices and follow up with appropriate departments regarding approvals and payment.
• Assist with monitoring vendor performance and outstanding work items.
• Maintain organized vendor files and documentation.

Communication & Customer Service

• Serve as a professional point of contact for internal departments, vendors, consultants, property staff, and external partners.
• Respond to routine operational inquiries and route issues to the appropriate department or manager.
• Communicate professionally and effectively through email, telephone, Microsoft Teams, and other company platforms.
• Maintain confidentiality of resident, employee, financial, and company information.

QUALIFICATIONS

Required

• High school diploma or equivalent; associate or bachelor's degree preferred.
• 2+ years of administrative, operations, property management, real estate, or related experience.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines.
• Proficiency with Microsoft Office, particularly Excel, Word, Outlook, and Teams.
• Ability to work independently while also functioning effectively as part of a team.
• Ability to maintain confidentiality and exercise sound judgment.

Preferred

• Experience working in affordable housing or multifamily property management.
• Knowledge of LIHTC, HUD, Section 8, Project-Based Voucher, CHA, HACC, IHCDA, OHFA, or other affordable housing programs.
• Experience with property management software such as AppFolio, or similar systems.
• Experience with SharePoint or other document-management platforms.
• Experience supporting housing development, rehabilitation, construction, or asset management activities.
• Understanding of Fair Housing and other applicable housing regulations.

PERFORMANCE EXPECTATIONS

The Operations Assistant is expected to:

• Complete assigned tasks accurately and within established deadlines.
• Maintain organized and up-to-date operational records.
• Follow up consistently on outstanding requests and assignments.
• Demonstrate a strong sense of urgency when addressing operational issues.
• Identify potential problems and elevate them appropriately.
• Maintain professional communication with internal and external stakeholders.
• Support the Operations Department in achieving company-wide operational and property performance goals.
• Maintain a high level of accuracy when handling affordable housing and regulatory documentation.

PHYSICAL REQUIREMENTS

• Ability to work at a desk and use a computer for extended periods.
• Ability to occasionally travel to company properties, meetings, inspections, and other business locations.
• Ability to lift and carry files, supplies, and materials weighing up to 25 pounds as needed.
• Ability to navigate residential properties and construction/rehabilitation sites when required.

EQUAL OPPORTUNITY EMPLOYER

Upholdings is an Equal Opportunity Employer committed to providing equal employment opportunities to all qualified individuals. Employment decisions are made without regard to legally protected characteristics in accordance with applicable federal, state, and local laws.

Salary Range:$65,000 annually, commensurate with experience and qualifications.