Office Administrative Assistant - Chicago IL

We are seeking a highly organized and proactive Office Administrative Assistant to join our team. The successful candidate will be instrumental in managing day-to-day administrative tasks, ensuring that our office operations run smoothly and efficiently. The ideal candidate for the role is a flexible problem-solver who has superb communication skills and a detail-oriented mindset. This person should have experience thriving in an administrative role. Effective multitasking and a unique ability to handle the unexpected are essential qualifications for the position.

Responsibilities:

• Mail Management: Sort, open, date stamp, and route incoming mail appropriately. Manage the distribution of mail within the office.




• Documentation Control: Scan and record all incoming bills in AppFolio on a daily basis. Ensure all physical documents (invoices, receipts, notices) are digitized and filed correctly.




• Communication: Answer phone calls promptly and courteously, provide assistance or direct the calls to appropriate colleagues. Greet visitors and connect them with the relevant employees within the office.




• Package and Inventory Management: Receive packages, update the relevant parties, and record receipts in the system. Make online purchase orders as requested and process payment accordingly. Conduct weekly checks of office supplies and manage the reorder process.




• Email Correspondence: Respond to email inquiries swiftly, ensuring acknowledgment within one business day.




• Financial Processing: Handle outgoing and incoming mail related to financial transactions. Process incoming checks and money orders, make bank deposits, and process receipts.




• Administrative Support: Manage records of employee timesheets and process mileage reimbursements. Assist in maintaining and auditing policy compliance for tenants.




• Additional Duties: Carry out other office duties as assigned, which may include assisting with administrative projects and supporting the team.

Qualifications:

• Strong organizational and administrative skills.
• Proficient in using property management software (preferably AppFolio) and computer programs such as Microsoft Word, Excel, Adobe.
• Excellent communication and interpersonal abilities.
• Confident on the phone.
• Detail-oriented with the ability to multitask.
• Experience with office management responsibilities, systems, and procedures.
• Basic understanding of financial processes, including billing, invoicing and payments.
• Ability to work independently and as part of a team.

Schedule:

8-hour shift with 1-hour unpaid lunch break in between

Monday – Friday 8:30 AM – 5:30 PM