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FirstService Residential · 1 day ago

Administrative Assistant, Production

Hoffman Estates, IL

Full-time

Onsite

Entry Level

$19.75/hr - $21/hr

1+ years exp

FirstService Residential is seeking a Production Administrative Assistant to provide administrative support to property management teams. The role involves managing mail, data entry, and communication with clients and vendors while ensuring effective time management and attention to detail.

Property ManagementReal Estate

Responsibilities

Process incoming mail, checks, special deliveries, and packages including proper sorting and distribution of mail

Send proper items via courier to correct offices; sort and distribute items being returned via courier

Compile and send checks to lockbox twice weekly

Process incoming scanning requests and upload to appropriate databases, as requested

Assist in applying postage for outgoing mail as requested by Sr. Production Assistant

Monitor inventory of office and kitchen supplies and inform supervisor when items need replacing

Provide reception coverage for lunches, breaks and time off

Data entry of diverse information including leases, Certificates of Insurance and Information forms

Assist with sending records to storage by packing up documents and tracking

Order Special Delivery Services including 2-day, overnight, or same day mail deliveries, where tracking is required, on behalf of associations or staff. Order UPS, USPS, and FedEx supplies as needed

Communicate and assist staff with any requests such as mailings, copies, scans, supplies or training on machines

Communicate with clients, employees, and vendors to answer questions, explain information and address complaints

Compile, copy, sort, scan and file records of office activities, business transactions, and other activities

Review files, records, and other documents to obtain information to respond to requests

Qualification

Administration experienceMail processingProperty management experienceCommunication skillsMulti-taskingAttention to detail

Required

High school diploma or equivalent required

One to two years' experience in administration and mail processing

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