Resident Coordinator

Associa Chicagoland is seeking to fill a Resident Coordinator position at 33 West Ontario, located in Chicago. The Resident Coordinator will assist and support the Manager with the day-to-day administration of the Association.

The Resident Coordinator will handle various office tasks, with a primary focus on providing exceptional customer service to unit owners and residents. Interaction with unit owners, residents, and vendors must always be conducted in a polite and enthusiastic manner. In the absence of other staff members, the Resident Coordinator is expected to perform their duties to the best of their ability and exercise good judgment.

The Resident Coordinator shall work the Management office “posted hours,” which are currently Mondays, Wednesdays, and Fridays from 9:00 a.m. until 5:00 p.m. and Tuesdays and Thursdays from 11:00 a.m. until 7:00 p.m. After a continuous year of service, the Resident Coordinator shall have the option to work four (4) ten-hour days. The ten-hour days shall include the “posted hours.” The day off will be determined by the Manager.

General Responsibilities:

• Conduct all business in accordance with the Associa Chicagoland and the Association's policies and procedures, fair housing, Americans with Disabilities Act, and all other laws pertaining to condominiums.
• Promote the Association as a first-class condominium property and support the reputation of the managing agent.
• Respond to emergencies as may be needed during and after Management office hours.
• Attend board meetings as required by the Manager.
• Maintain strict confidentiality of all unit owner, resident, employee, and property information.
• Endeavor to provide competent, prompt, and courteous service, including conflict resolution to all unit owners, residents and guests.
• Answer incoming calls, take messages, and/or forward calls to the appropriate party promptly.
• Maintain a neat and orderly workspace and files.
• Present oneself in appropriate work attire.
• Perform other duties as needed.

SPECIFIC DUTIES & RESPONSIBILITIES

The Resident Coordinator is responsible for the following:

• Maintain master schedule
• Produce monthly spreadsheet for Accounts Manager for expiring leases and COIs
• Schedule moves, deliveries and amenity reservations
• Send notices (emails) to all staff regarding new moves (in/out) and new owners
• Accept and review amenity reservation agreements
• Maintain reservation schedule
• Verify Certificates of Insurance (COI) for movers, vendors, and service people and maintain a database
• Track and follow-through amenity and move pre- and post-inspection; coordinate damage fees/fines with Accounts Manager
• Start new owner/renter checklists and files
• Perform new resident and owner orientations

Incident and Building Inspection Reports

• Daily review and investigation of Incident Reports and Building Inspection Reports
• Write of work orders if necessary
• Review surveillance camera footage
• Produce Courtesy and/or Violation Notices
• Produce Management Report information
• Produce Hearing Determination Notices
• Perform monthly property inspections

Notices, Mailings, Unit Owner Information

• Handle and ensure timely mailings, door drops, and postings
• Maintain and update distribution binder
• Maintain owner and resident files
• Sort, stamp, and distribute office mail
• Update website for current and future events and necessary documentation
• Update vault with the necessary documentation
• Produce monthly newsletter

Work Orders

• Produce work orders from owner requests
• Provide prompt follow-through with unit owners and renters

Guard Tour

• Produce and review rover reports
• Write work orders based on rover reports when necessary
• Maintain rover software system
• Maintain and order office supplies
• Maintain building inventory tracking system

Board Meetings

• Ensure proper meeting room set-up
• Attend board meetings as required by the Manager
• Produce meeting minutes for Manager review

Computer

• Maintain “shared” drive
• Coordinate with IT Department and IT vendor to resolve issues with computers, the internet and the like

Manage Annual Bike Registrations

• Ensure bike tag inventory
• Perform bike room audits
• Send annual notice and reminder (Courtesy Notices) letters
• Collect and process bike registrations (annual and new); provide stickers
• Document receipt of new bike registration in Master List and C3
• Process fees and collect checks
• File current bike registrations in binder/unit files
• Send Violation Notices/Notices of Bike Removal
• Coordinate bike donations with Manager

Manage Annual Pet Registrations

• Ensure dog tag inventory
• Send annual notice and reminder (Courtesy Notices) letters
• Collect and process pet registrations (annual and new; provide tags)
• Document receipt of new pet registration in Master List and C3
• Process fees and collect checks
• File current pet registrations in binder/unit files
• Send Violation Notices
• Assess fines to accounts as determined by the Board
• Send Notices of Determination

SKILLS

The Resident Coordinator should be familiar with the basic legal and governing documents such as the Illinois Condominium Property Act, and other federal, state and local laws. The Resident Coordinator should have excellent communication, computer, and customer service skills.

Proficient knowledge of the following:

• Microsoft Office products (Word, Excel, Outlook, Publisher, etc.)
• Communities/property/real estate and common interest communities or associations
• Typical business correspondence (grammar, structure, punctuation, spelling, etc.)
• Professional communication skills
• Conflict resolution techniques
• Exceptional customer service skills
• Time-management and prioritization skills

The Resident Coordinator shall be:

• Self-motivated
• Proactive
• Detail orientated
• Team player
• Reliable

EDUCATION

• High School Diploma or Equivalent Required
• Bachelor's Degree Preferred
• 0 - 3 years of administrative experience preferred