Onsite Office Assistant (Lake Park Plaza)

RealManage•Chicago, IL

5d•$18 - $20•Onsite

About The Position

As the first point of contact for residents, vendors, realtors, and staff, the Office Assistant plays a pivotal role in shaping the daily experience and overall perception of the community's management office. This highly visible position sets the tone for every interaction - serving as the face of the organization and the heartbeat of resident engagement. With professionalism, warmth, and efficiency, the Office Assistant ensures that every encounter reflects our commitment to excellence, hospitality, and community. Organizational and time management skills with the demonstrated ability to multi-task. Verbal ability to effectively communicate with homeowners, vendors, board members & staff. Ability to think and work independently and as part of a team. Must be able to handle multiple tasks concurrently and prioritize accordingly. Conduct business with the highest standards of personal, professional and ethical conduct.

Requirements

High school diploma or GED required.
Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers.
Excellent computer proficiency (MS Office – Word, Excel and Power Point).
Must be able to work under pressure and meet deadlines, while maintaining a positive attitude and providing exemplary customer service.
Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices.

Nice To Haves

Associate degree preferred.
HOA experience ideal.

Responsibilities

Serve as the first point of contact to greet and assist residents and visitors.
Answer and direct incoming phone calls; check and return voice messages; assign/direct to appropriate staff for response.
Respond to email inquiries from residents; assign other emails to appropriate staff for response.
Assist residents with reservations & payments for the pool area, freight elevator, & hospitality room.
Welcome new residents by sending the new resident packet and assisting with onboarding clerical duties after information is received.
Maintain updated information in community software (Building Link, Ciranet, etc.) including calendars, owner files (leases, bike space, storage locker, access fob, etc.) & information archives.
Process monthly deposit of payments: scan checks, create deposit list & mail with tracking
Assist residents with accessing & navigating resident portals to include work orders, updating their permission to enter information, looking up information archives & account information.
Distribute and explain resident forms & guidelines to ensure compliance with community policies.
Make copies, print documents, and assist residents with basic office needs.
Program and reprogram access fob keys for residents.
Maintain office supplies & coffee bar for staff & prepare for "Java with Jen”.
Prepare and send the community Friday update with useful information for residents.
Assist with various projects and community events.
Perform other administrative responsibilities as assigned.