November 15, 2024

FirstService Residential

Chicago

FULL TIME

Administrative Assistant

Job Overview:
As an Administrative Assistant, you'll be responsible for assisting to the administration and coordination of all day-to-day operations of an assigned Community Association. Your daily responsibilities will include resolving customer service concerns and maintaining communication with Board of Trustees and homeowners.
This opportunity is available at a property in downtown Chicago, Illinois.
Your Responsibilities:

Provide staff support and guidance to ensure that the needs or desires of the homeowners, Board of Directors, and Community Manager are being addressed.
Maintain a level of service excellence in all interactions with residents, vendors, staff, and colleagues with knowledge and enforcement of the Community Governing Documents.
Process work order requests issued by owners, maintenance team, and Community Manager. Monitor progress of each, following up as needed to close each work order to completion.
Data entry including contact information, emergency information, and insurance certificates for unit owners. Update information as appropriate and distribute on a quarterly basis.
Create and distribute communications to homeowners, including scheduled maintenance notices, rule reminders, holiday notices, meeting notices, and other pertinent association business information.
Maintain office calendar to reflect move-ins and move-outs, deliveries, meetings, inspections, scheduled maintenance, and scheduled time off.
Faxing, scanning, and filing Association and homeowner's documents as directed by the Community Manager.
Developing new owner packets including Click Pay and Cable information, data entry for new homeowner and emergency contact, and newly ordered intercom tags.

Skills & Qualifications:

Associate's degree or higher in Business or a related field, or equivalent experience in an administrative capacity.
Works effectively with coworkers, clients, customers, and others by sharing ideas in a constructive and positive manner; addresses problems and issues constructively to find mutually acceptable and practical business solutions.
Must possess a high energy attitude and an ability to multi-task/prioritize different projects at any given time.

Superior oral and written communication skills.

What We Offer:

As a full-time associate, you will be eligible for full comprehensive benefits including your choice of multiple medical plans, dental, vision, life insurance, short-term and long-term disability, legal, identity theft, and pet insurance. You will also be eligible for company-paid life insurance and benefits from our employee assistance program. In addition, you will be eligible for paid time off, paid holidays, tuition reimbursement, and a 401(k) with company match.

Disclaimer Statement

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.

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