Administrative Assistant (Chicago - Multiple Properties)

Full Circle Communities•Chicago, IL

8d•Onsite

About The Position

At Full Circle Communities, we are dedicated to creating high-quality, affordable housing and supportive service environments. We pride ourselves on offering mission-driven work with opportunities for long-term career growth and advancement. We are currently seeking an Administrative Assistant to join our team in Chicago at a small network of properties. As an Administrative Assistant, you will support day-to-day operations under the direct supervision of the Community Manager. This role is essential for maintaining smooth administrative functions, assisting residents, and ensuring efficient property management operations.

Requirements

High School diploma or GED
At least 2 years in an administrative setting or equivalent experience
Competency in Microsoft Word and Excel
Excellent oral and written communication skills
High degree of organization and attention to detail
Capacity to work productively under pressure and handle multiple priorities
Ability to collaborate effectively with all levels of management and personnel
Valid driver’s license, auto insurance, and reliable vehicle

Nice To Haves

Tax Credit Certification (required within 120 days of employment)
Prior experience in Permanent Supportive Housing (PSH) is highly preferred, specifically a demonstrated ability to navigate the unique needs of residents who have experienced homelessness, trauma, or have complex physical and behavioral health needs.

Responsibilities

Serve as the first point of contact for residents, providing friendly, professional, and responsive service.
Meet with prospective applicants, assist with leasing activities, and conduct monthly phone shops of comparable properties to support market awareness and leasing strategies.
Answer and direct phone calls, welcome visitors, and maintain a clean, organized, and well-stocked office environment.
Maintain accurate and organized resident files, lease documentation, reports, and time records while meeting established deadlines.
Support the resident recertification process by conducting interviews, collecting required documentation, and preparing files for timely completion.
Maintain accurate resident and property records and assist with ongoing compliance requirements.
Ensure adherence to applicable program and financing requirements, including Section 42, HUD, Bond, FHLB, HOME, Section 811, and Project-Based Rental Assistance (PBRA).
Receive and document resident service requests and promptly enter, update, and close work orders in Yardi.
Follow up on outstanding and completed service requests to promote resident satisfaction and ensure timely resolution.
Assist the management team with required unit and property inspections.
Coordinate with the maintenance team to ensure vacant units are clean, safe, properly prepared, and ready for leasing.
Prepare and distribute resident notices using proactive and assertive outreach to ensure timely communication.
Provide administrative and operational support to the property management team as needed.
Perform other property management and administrative duties as assigned by management.