What are the responsibilities and job description for the Administrative Assistant position at HHDC?
The Administrative Assistant located in Chicago, IL, is responsible for providing clerical assistance and general backup to property management staff to accomplish all required tasks. The assistant is responsible for knowledgeably and efficiently fielding all calls and walk-ins. Also, this position handles all clerical needs for the property staff. This individual is expected to maintain a professional and friendly demeanor at all times, prioritize and complete work in an efficient, timely manner and adhere to all Fair Housing requirements.
ESSENTIAL JOB FUNCTIONS include the following:
- Answers incoming phone calls in a pleasant and professional manner, forward callers if necessary and/or takes detailed messages.
- Provides a positive first impression to all guests that visit or call the management office.
- Provides excellent customer service to all customers including: tenants, vendors, contractors and guests.
- Provides administrative support to on-site staff such as typing correspondence. Preparing and updating reports as requested, processing incoming/outgoing mail, courier items and faxes, scheduling appointments, and filing, etc.
- Maintains inventory and orders office supplies, furniture and equipment.
- Checks on property advertisements in the newspaper.
- Assists with work order requests and prepares invoices for manager’s approval.
- Assists with rent collections.
- Coordinates moving schedules, both move-in & move out, and deliveries to the property.
- Updates complaint log.
- Processes, delivers, and follows up on legal notice as needed.
- Maintains and updates waiting list on a monthly basis.
- Assists with inspections, preparations of re-certifications and leasing.
- Processes renewals.
- May assist in showing property and apartments to prospects as necessary.
- Handles maintenance paperwork (i.e., filing reports, time sheets, schedules, appointments).
- Other duties as assigned.
MINIMUM QUALIFICATIONS
- High School or GED.
- 2-year college education is a plus.
- Proven experience as an administrative assistant and at least 1 year in a customer service role.
- Must have or be able to obtain within 6 months an AMP Leasing Certificate if required by state and any other program required certifications (i.e., (HUD, Tax Credit).
- Proficiency in MS Office (Outlook, Excel, Word, in particular) and the ability to learn other software programs.
- Excellent time management skills and the ability to prioritize multiple assignments.
- Attention to detail and problem solving skills.
- Excellent written and verbal communication skills.
- Strong organizational skills with the ability to multi-task.
- Good basic math skills.
- Energetic and highly motivated.
- Willingness to work in a team environment.
- Ability to interact effectively with a diverse range of people.
- Diplomacy in handling problems of residents.
- Bilingual (English/Spanish) may be required depending on resident demographic needs of property.
Principals only -- No Recruiters EOE
