Onsite HOA Office Assistant (Lake Park Plaza)

Onsite Office Assistant (Lake Park Plaza)

Chicago, IL 60613

Overview

Salary Range $18.00 - $20.00 Hourly Position Type Full Time Category ELVONS

Description

RealManage Elevated Onsite is a division of RealManage, a company that specializes in the management of community associations with onsite staff. Our mission is to provide the best possible lifestyle HOA management services to our partner communities by encompassing the Best People, Best Technology, and Best Service reputation of RealManage and its CiraConnect division. The RealManage Elevated Onsite professional staff has decades of experience managing age-restricted communities, luxury high-rise condominiums, co-ops, urban mixed-use, and large-scale single-family developments with complex amenities. Our focus is on customer service and lifestyle for the residents and the boards we serve- ensuring that the community receives the finest management in the industry.

RealManage Elevated Onsite is a values-based company with the following values as our guiding principles:

• Integrity: we always do the right thing.
• Respect: for our customers, employees and company; mutual respect is the cornerstone for every RealManage relationship.
• Selflessness: more than teamwork; we are part of something special and much larger than any of us.
• Personal Relationships: we are a professional services company; people do business with people they like.
• Always Improving: never satisfied, always learning, and always growing; one is either getting worse or getting better...never staying the same. At RealManage, we are always getting better.
• Join RealManage Elevated Onsite fast-growing team where energy, teamwork, innovation, and contribution are highly valued.
• Each branch proudly serves a diverse mix of single-family, townhome, and condominium communities. These community associations are of all sizes, from small communities to large, master-planned communities.

RealManage has earned the prestigious Certified recognition from Great Place to Work , a global authority on workplace culture, employee experience, and leadership excellence. This accolade is a testament to the positive feedback from our employees about their RealManage experience.

Office Assistant

As the first point of contact for residents, vendors, realtors, and staff, the Office Assistant plays a pivotal role in shaping the daily experience and overall perception of the community's management office. This highly visible position sets the tone for every interaction - serving as the face of the organization and the heartbeat of resident engagement. With professionalism, warmth, and efficiency, the Office Assistant ensures that every encounter reflects our commitment to excellence, hospitality, and community.

• Organizational and time management skills with the demonstrated ability to multi-task.
• Verbal ability to effectively communicate with homeowners, vendors, board members & staff.
• Ability to think and work independently and as part of a team.
• Must be able to handle multiple tasks concurrently and prioritize accordingly.
• Conduct business with the highest standards of personal, professional and ethical conduct.

Position Summary

• Serve as the first point of contact to greet and assist residents and visitors.
• Answer and direct incoming phone calls; check and return voice messages; assign/direct to appropriate staff for response.
• Respond to email inquiries from residents; assign other emails to appropriate staff for response.
• Assist residents with reservations & payments for the pool area, freight elevator, & hospitality room.
• Welcome new residents by sending the new resident packet and assisting with onboarding clerical duties after information is received.
• Maintain updated information in community software (Building Link, Ciranet, etc.) including calendars, owner files (leases, bike space, storage locker, access fob, etc.) & information archives.
• Process monthly deposit of payments: scan checks, create deposit list & mail with tracking
• Assist residents with accessing & navigating resident portals to include work orders, updating their permission to enter information, looking up information archives & account information.
• Distribute and explain resident forms & guidelines to ensure compliance with community policies.
• Make copies, print documents, and assist residents with basic office needs.
• Program and reprogram access fob keys for residents.
• Maintain office supplies & coffee bar for staff & prepare for "Java with Jen".
• Prepare and send the community Friday update with useful information for residents.
• Assist with various projects and community events.

Perform other administrative responsibilities as assigned.

Qualifications

Qualifications:

• High school diploma or GED required. Associate degree preferred.
• Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers.
• Excellent computer proficiency (MS Office Word, Excel and Power Point).
• Must be able to work under pressure and meet deadlines, while maintaining a positive attitude and providing exemplary customer service.
• Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices.
• HOA experience ideal.

Physical Requirements:

• Must be able to remain in a stationary position 50% of the time.
• The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, computer, and printer.
• Constantly positions self to maintain files in file cabinets
• The ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.
• The ability to observe details at close range (within a few feet of the observer).
• Frequently moves boxes weighing up to 20lbs across office for various needs
• Works in outdoor weather conditions while onsite at various communities.
• Occasionally ascends/descends a ladder or stairs.

Pay and Benefits:

$18.00 - $20.00 per hour, based on education and experience.

Benefits include:

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Life and Disability Insurance
• HSA (Required High Deductible Medical Plan to be eligible)
• FSA
• Education Reimbursement
• 401K matching
• Employee Assistance Program (EAP)
• 11 paid Holidays