Office Manager/Assistant Property Manager

Job Description

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