Job Description
ROLE: Administrative Assistant
LOCATION: Chicago, IL(fully onsite for first 6 months; hybrid schedule after training period)
SALARY: $50,000
Who you are:
A driven, organized professional who is eager to get a foot in the door to the property management industry. You enjoy variety in your day, and are comfortable juggling multiple tasks at one time. You are comfortable with shifting priorities, and enjoy interacting with different people throughout the day.
You can switch seamlessly between a phone call, a client walk-in, and a time-sensitive task. You work well under pressure while maintaining a positive attitude.
Who we are:
For over 20 years, Hales Property Management has been the industry leader in property management. Our mission is to proactively manage buildings through anticipation of client needs, effective communication, complete transparency, and compassion. Our AWARDS and reviews speak to who we are and how we strive for excellence.
The Job:
The Property Assistant role is designed as a fast-track opportunity into property management. New team members participate in a structured training program that prepares them to manage a condominium portfolio in approximately 12 months, based on performance and interest.
In the meantime, you’ll provide administrative, operational, and customer service support to Property Managers while learning the day-to-day workings of the business. You’ll work with team members, vendors, and clients to execute tasks as needed.
What You’ll Do:
Building & Operations Support
- Support Property Managers with day-to-day building tasks and projects
- Schedule service and maintenance requests (plumbing, repairs, etc.)
- Request bids and coordinate with vendors
- Meet vendors and clients at building locations as needed
Administrative Support & Customer Service
- Serve as a helpful point of contact for residents, vendors, and internal team members
- Respond to incoming requests in a timely and professional manner
- Draft and distribute building communications
- Assist with vendor invoices and approvals
- Help organize and coordinate small internal and external projects
What We’re Looking For:
Skills & Abilities
- Strong organizational and multitasking skills
- Ability to work independently and manage deadlines
- Professional written and verbal communication skills
- Customer-service mindset with a positive attitude
- Ability to handle sensitive information with discretion
- Comfort using computers and office software (Outlook, Word, Excel; QuickBooks exposure is a plus but not required)
Experience & Education
- 1–2 years of administrative or customer service experience (real estate or property management experience is a plus, but not required)
- Bachelor’s degree in Business, Real Estate, or a related field OR equivalent work experience
Special Requirements
- Local travel (Chicago). Must have a valid driver’s license and reliable vehicle.
- Potential physical demands may include lifting up to 35 lbs; standing, sitting, walking, and occasional climbing.
- An employee is required to work at a personal computer and/or talk on the phone for extended periods of time.
- Ability to work extended/flexible hours and occasionally weekends to meet deadlines.
- Ability to respond to emergencies, both during and after business hours (as needed) in a timely manner.
What we offer:
- Industry-Leading Healthcare: Medical, Dental, Life, HSA
- Retirement savings Plan
- Competitive Compensation Packages (based on experience)
- Bonus Opportunities (based on performance)
- Work from Home & Flex Schedules
- Generous PTO Package
- Corporate Sponsored Wellness Program
- Quarterly Company Outings/Events
- Etc.
Disclaimer: This is not an all-inclusive job description. Duties and responsibilities may change at any time. Hales Property Management, Inc. is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
