Office Manager/Assistant Property Manager

Job Description

We are looking to hire an Office Manager to join our team! You will be responsible for overseeing the administrative activities of the organization.

Responsibilities:

Manage records and information

Plan and maintain work facilities

Provide administrative assistance to management team

Encourage and improve cross-department internal communication

Perform other office tasks (replenish office supplies, distribute mail, custodial duties, etc.)

Tracking and Recording of all Capital Improvements/Expenditures (Excel)

Maintain Inventory Reports; price lists, inventory sheets and totals for audit

Layout Format and Type Newsletter

Maintain contracts and files

Scheduling for Contractors

Record W-9’s, liability and workers comp insurance from contractors

Keep Manager fully appraised of all activities, phone messages, guests waiting for meetings, appointments, and any out of the ordinary occurrences

Type letters, reports, flyers and notices to members for the Manager and Board Members

Review daily bank balances and report to the Manager, bank reconciliations

Cross training and teach all office responsibilities to staff

Code and prepare payables (A/P), print checks, prepare weekly report for Board Treasurer

Accounts Receivable, work orders

Assist Manager with Budget preparation

Help Senior Members sign up and apply for Certificate of Errors

File all Annual Reports: State of Illinois, Park Forest Building Dept, PNC ARCS, Insurance providers, NAHC, etc

Annual Meeting Preparation

Recording and typing of Minutes of the Board of Directors

Maintain Website, track Alter Dwelling Forms and paperwork for new hires

To insure job tasks are accurate and completed by Office Assistant/s in a timely manner and delegate tasks when they are absent

Month-End reporting

Incident Reports (Members and/or Emloyees)

401K

Attendance Tracking/Reporting

Onboarding new hires (i.e. I-9 reporting, w-4, medical ins., direct deposit setup)

Other duties as may be assigned by the Manager

Reconcile petty cash

Interviewing applicants

Qualifications:

Previous experience in administrative services or other related fields

Ability to prioritize and multi-task

Strong organizational skills

Deadline and detail-oriented

Strong leadership qualities

Full-time