at FirstService Residential in Chicago, Illinois, United States
Job Description
Job Overview:
As an Administrative Assistant, Corporate \(CSS\), you’ll be responsible for providing administrative support to property management teams on behalf of clients\. Our Community Support Services \(CSS\) team allows FirstService Residential Illinois to “Aim High” and set the standard for service and professionalism in our industry\.
This role is available at our Chicago Corporate office\.
Your Responsibilities:
+ Resales services support
- Prepare individualized information packets for new owners and assist as needed\.
+ Creation of parking passes and keys
+ Individual owner letters
- General individual letter for an association owner \(any letters that are not violations\) will be created, proofed, saved and sent to owner\.
+ Group owner letters
- General letters for an association \(any letters that are not violations\) will be created, proofed, saved and sent to owner\. This could be through mail, email or mass comm\.
+ Violation letters
- Letters of non\-compliance or those including fines will be created, proofed, saved and sent to owner\. May include chargeback to owner account for said violation\.
+ Copy requests
- Copies of documents are made as requested and can be returned to requester or mailed out to recipient\.
+ Mass mailing of notices
- Documents created, printed, and processed for being mailed to owners \(flyers, budgets, rules, etc\.\)\.
+ Financial compilation
- Compile financials and print/distribute to PM or Board members\.
+ Special projects
- To be approved and delegated by supervisor\.
+ General scanning and uploads
- Documents scanned, emailed and/or uploaded\. Information will also be uploaded \(COI, info forms, general leases\)\.
+ Ad Hoc Proofreading
- Upon availability, any documents allowing changes \(whether mailed to owners/residents or not\) should be closely examined for any grammatical and brand standard errors before being distributed\.
+ Provide coverage for staff absences or break time, as needed/where applicable\. Coverage needs include, but are not limited to:
- Front desk reception coverage
- Incoming mail and check distribution
- Coordination of Chicago courier between corporate offices and participating on site management offices
- Process special delivery services
- Annual meeting preparation as directed by the Community Manager
- Process tax appeals
- Appropriate record storage in corporate office filing cabinets\.
- Mass mailing of notices
Skills & Qualifications:
+ High school diploma or higher education\.
+ Two to three years’ experience in administration and customer service\.
+ Strong analytical, verbal and written communication skills\.
+ Knowledge of Windows and Microsoft Office \(Outlook, Word, Excel, etc\.\)\.
+ 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\.
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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