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FirstService Residential · 3 days ago

Administrative Assistant

Deerfield, IL

Full-time

Onsite

New Grad, Entry Level

$43K/yr - $50K/yr

FirstService Residential is a company that specializes in community association management, and they are seeking an Administrative Assistant to assist in the day-to-day operations of a Community Association. The role involves customer service, communication with board members and homeowners, and various administrative tasks to support the community's operations.

Property ManagementReal Estate

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 ClickPay and Cable information, data entry for new homeowner and emergency contact, and newly ordered intercom tags

Qualification

Associate's degreeMulti-taskingOral communicationWritten communicationTeamwork

Required

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