Department Coordinator

Department Coordinator

Job Category: Accounting & Finance Requisition Number: DEPAR008872

Full-Time On-site Waterton Corporate Office 222 S Riverside Plz Chicago, IL 60606, USA

Description

About Waterton

Waterton has grown from very humble beginnings with one phone and two desks to the successful, nationally recognized real estate investment and management firm it is today. As Waterton has evolved and grown, one thing has remained constant - the drive to achieve results by exceeding expectations. For 30 years Waterton remains passionate about delivering an incredible Resident Experience, which we believe is made possible by offering an extraordinary experience for our talented associates. We value performance that delivers experiences that exceed expectations, coupled with an unwavering commitment to Investor, Guest, and Resident service excellence. Overall, we are a collection of people who strive daily to "find the good and leave it better".

Job Summary

This position provides advanced, diversified, and confidential administrative support to the assigned department leaders and often key members of their team as requested. This incumbent is experienced and demonstrates the highest level of professionalism, accomplishments, discretion and skill in organization. The position uses broad and comprehensive knowledge of department operations, policies and procedures in performing a variety of routine and non-routine duties.

This position will support our Marketing and Hospitality departments.

How you will contribute to our team:

• Manage dynamic calendars, make travel arrangements, and prepare expense reports.
• Coordinate, implement and/or attend, as directed, all conferences and meetings, including the preparation of agendas, and the creation and distribution of meeting minutes/notes.
• Manage multiple action items or projects concurrently cross departmentally which may include but not be limited to task lists, research, reporting, tracking priorities, and calendars.
• Assist in drafting, proofreading, and assembling basic marketing collateral, social media assets, and digital graphics using established brand guidelines and templates.
• Collaborate with senior management to align projects with the leader's strategic objectives, identifying key deliverables and milestones.
• Manage related files, databases, organizational charts, and policies.
• Respond to/assist Associates, Tenants or Vendors with questions in a timely, professional manner, establishing good relationships across the Company.
• Assist with event planning and complete special projects as assigned, such as creating and editing presentations, reports, and complex spreadsheets while serving as a strategic thinking, organized multitasker, and trusted to operate with independence, and discretion.
• Perform data querying and analysis on an ad-hoc basis as needed for various projects assigned.
• Perform all reasonable duties as assigned by the Director of Administration, helping out the Administrative Pool as required.
• Provide general office and reception support as required or any other duties as assigned.

What You'll Bring - Desired Skills and Experience

• Education: Associate's or Bachelor's degree, or equivalent professional experience supporting leadership, department heads, or cross-functional teams.
• Experience: Minimum of 2+ years of experience in a corporate administrative or support role, with experience in a marketing department strongly preferred.
• Technical Proficiency: Intermediate to advanced skills in Microsoft Office Suite, including Outlook (complex calendar management), Excel (expense tracking/reporting), and PowerPoint (presentation creation and formatting).
• Creative & Design Software: Proficiency in Canva (or similar platforms) to update templates, resize graphics, and produce clean, on-brand digital assets efficiently.
• Project & Social Tools: Familiarity with project management platforms (e.g., Asana, Monday.com, Trello) and a basic understanding of digital media formatting and corporate social publishing workflows.
• Process & Execution: A highly organized, disciplined approach to managing tasks, maintaining structure, and coordinating multi-step workflows while keeping others productively engaged.
• Communication & Rapport: Strong interpersonal skills with the ability to easily build professional relationships, communicate precise technical details, and keep team members aligned.
• Detail-Oriented & Urgent: High accuracy and acute attention to detail paired with a strong sense of urgency; motivated by a sense of responsibility to complete tasks correctly, quickly, and in accordance with company policies.
• Adaptability: Highly adaptable and resilient in a fast-paced environment, with the proven ability to balance multiple shifting priorities and deadlines.

At Waterton, we recognize that compensation and benefits are important to our associates. We offer a wide variety of benefits including:

• Competitive compensation and incentive program participation
• Full suite of benefits, including Medical, Dental, Life, Disability, and even pet insurance
• 401k + match
• Generous paid time off, volunteer time off, and paid holidays
• A commitment to life-long learning through learning plans that include internal and external trainings, as well as consideration for tuition reimbursement.
• Employee discounts and wellness initiatives, like an onsite gym.
• Hybrid work environment (based on business or position needs)

The typical base salary hiring range for this role is $70,000.00-$80,000.00 per year, plus bonus program participation.

The pay range is a base pay only and does not include any additional compensation or bonuses that this position may be eligible for. The pay range is approximate, and the actual pay may vary depending on related work experience, certifications, education, and other job-related factors.

Waterton welcomes all.

Waterton is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender perception or identity, national origin, age, marital status, protected veteran status, or disability status.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.