Administrative Assistant, Lead

at FirstService Residential in Chicago, Illinois, United States

Job Description

Job Overview:

As a Lead Administrative Assistant, you’ll be responsible for providing administrative support to community management teams on behalf of clients\. Our Community Support Services \(CSS\) administrative team allows FirstService Residential Illinois to “Aim High” and set the standard for service and professionalism in our industry\. As a Lead, you will provide additional support and oversight to the CSS team in task delegation, escalations, and other duties\.

This role is available at our Chicago Corporate office\.

Your Responsibilities:

+ Assist manager in distribution of incoming work requests\.
+ Assist manager with staff training of processes and procedures
+ Partner with manager with tracking and assessing staff performance, attendance, punctuality, and dependability\.
+ Identify strategies for team building initiatives\.
+ Complete tasks associated with Community Support Specialist role including but not limited to:

- Mass comms/e\-mail blasts
- Mailings
- Key\-fob programming
- Intercom programming
- Parking pass and key distribution to owners/residents
- Creating and proof\-reading applicable letters \(i\.e\. owner notices, violation, etc\.\)
- Census and COI tracking with associated procedures
- Compile financials as directed by the Community Manager or Board member\(s\)\.
- Fulfill requests for copies, scanning and uploading into proprietary management system\.
- Ad Hoc proofreading
+ 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
+ Support resales team in preparation of individualized information packets for new owners\.

Supervisory Responsibilities:

+ Supervision over Downtown Chicago corporate office team of Community Support Specialists and front\-desk Receptionist\.

Skills & Qualifications:

+ Associate’s degree or higher in Business or a related field, or equivalent experience in an administrative capacity\.
+ Two to three years’ experience in administration and customer service\. Experience in property management, real estate, or residential management industries preferred\.
+ 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\.
+ Ability to lead, inspire, and hold teammates accountable\. Supervisory experience preferred\.
+ 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\.

\#LI\-MM1