Administrative Assistant

Job Summary 

The Administrative Assistant supports the daily operations of an affordable or market-rate residential community by handling administrative and front office tasks. This role works closely with the Property Manager and site team to ensure smooth operations, resident satisfaction, and regulatory compliance. 

Key Responsibilities 

Administrative & Office Support 

• Manage front desk duties, including greeting visitors, answering phones, and responding to resident inquiries. 

• Maintain organized files and records, including vendor documents, warranties, COIs, and correspondence. 

• Assist with scheduling, event coordination, and preparation of leasing or resident packets. 

• Support the Property Manager with staff timesheets, supply procurement, and general administrative tasks. 

• Enter and track work orders in the property management system. 

• Support communication between residents and maintenance staff regarding service requests. 

• Monitor unit turnover progress and inspection schedules as assigned. 

• Foster a professional, team-oriented environment. 

• Report any concerns related to safety, resident relations, or building conditions to the Property Manager. 

Resident Services & Communication 

• Assist with new resident orientation and communication of property policies. 

• Help address resident concerns or questions professionally and promptly. 

• Support communication efforts such as notices, newsletters, or event announcements. 

Leasing & Marketing Support 

• Assist with property tours, waitlist management, leasing packet preparation, and applicant communications, as needed. 

• Participate in basic outreach marketing activities or surveys, as requested. 

• Ensure all leasing interactions follow Fair Housing, ADA, and related guidelines. 

Compliance & Certification Support 

• Assist with compliance-related tasks such as sending notices, assembling documentation, and collecting third-party verifications. 

• Support recertification efforts under the direction of the Property Manager or Compliance Team. 

Finance & Reporting 

• Collect and process rent payments and other fees; enter transactions in OneSite. 

• Assist with preparing bank deposits and issuing standard resident notices (late rent, returned check memos, etc.). 

• Submit invoices and A/P documentation for review and processing. 

Qualifications 

Education & Experience 

• High school diploma or GED required; Associate degree preferred. 

• 1–3 years of administrative, clerical, or property management experience required. 

• Prior experience in residential housing or real estate is a plus. 

Technical Skills  

• Proficient in Microsoft Office (Word, Excel, Outlook, Teams). 

• Experience with OneSite or similar property management software preferred. 

• Basic understanding of compliance, leasing, and rent collection processes. 

• Able to perform data entry and basic math calculations accurately. 

Other Skills & Requirements 

• Strong verbal and written communication skills. 

• Professional, courteous, and service-oriented approach with residents and visitors. 

• Ability to work effectively with a diverse population and within a team setting. 

• Strong time management and problem-solving abilities. 

• Ability to handle sensitive information with discretion. 

• Willingness to learn new systems and processes. 

• Must be adaptable, dependable, and able to multitask effectively. 

• Reliable transportation required if assigned to a multi-site role.   

Work Environment / Physical Requirements 

• Work is performed in a professional office environment within a residential property setting. 

• Regularly required to sit, use hands for computer tasks, and interact with residents and staff. 

• Occasionally required to stand, walk property grounds, bend, or lift files and supplies. 

• Must be able to lift/move up to 25 pounds regularly and up to 50 pounds occasionally. 

• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 

LICENSE REQIREMENT: 

This position requires an active Illinois real estate license (Leasing Agent, Broker, or Managing Broker) issued by the Illinois Department of Financial and Professional Regulation (IDFPR). If you already hold an active IL license, you will be asked to transfer it to Evergreen Real Estate Services LLC upon hire. If you do not currently hold an IL license, you will be required to apply for a 120-Day Student Leasing Agent Permit through IDFPR on your first day of employment and obtain a full leasing license within 120 days of your hire date. Evergreen covers the cost of licensing, including the permit fee, pre-license coursework, and exam. This is a condition of employment, and all details will be provided during onboarding. Failure to obtain the required license within this timeframe may result in termination of employment.