Job Description

A dynamic real estate company is seeking an Administrative Assistant role based in Chicago, IL. This position offers a competitive salary range of $50,000–$57,000, along with a comprehensive benefits package that includes 401(k) matching, health, dental, and vision insurance, AD&D and LTD coverage, a Health Savings Account (HSA), and paid time off (PTO).

Responsibilities of the Administrative Assistant:

• Serve as the first point of contact for the property management office by greeting visitors, responding to walk-in inquiries, and assisting tenants with service requests such as access fobs, fitness center access, and conference room reservations.
• Communicate with tenants, vendors, and internal teams by phone and email to research, coordinate, and resolve requests or issues in a timely and professional manner.
• Support the Property Manager with administrative and financial functions, including preparing and maintaining tenant lease abstracts, coordinating move-ins and move-outs, tracking maintenance and cleaning requests, assisting with tenant billing, monitoring accounts receivable and payable, coding invoices in the Avid Payables System, and assisting with annual budget preparation.
• Manage vendor-related activities by assisting with contract preparation, tracking expiration dates, coordinating service providers such as janitorial and landscaping vendors, reviewing Certificates of Insurance for compliance, and maintaining records in the Alliant COI portal.
• Support tenant relations and property operations by planning tenant appreciation events, participating in property inspections and compliance audits, distributing security and life safety plans, coordinating fire drills and training, maintaining electronic property documentation, and completing additional duties as assigned by the Property Manager.

Qualifications of the Administrative Assistant:

• Strong understanding of customer service principles and best practices
• Excellent verbal and written communication skills
• Ability to resolve sensitive tenant and vendor matters professionally
• Proven problem-solving skills with the ability to propose effective solutions
• Ability to manage multiple priorities and meet deadlines
• General knowledge of budgeting, financial statements, accounts payable, and accounts receivable
• Proficiency in Microsoft Word, Excel, and Outlook
• Active Real Estate License preferred but not required

B-2

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