Project Coordinator/Property Management

Job Description

Job Description

Are you tired of working in a boring office? Looking for a career change? Want to be an essential part of the team’s success? Do you enjoy an extremely busy atmosphere? Do you want to put your exceptional customer service, communication, and multi-tasking skills to work? Would you like to work with people who really care?

The 33 West Ontario Condominium Association / Associa Chicagoland has an open administrative position as a Project Coordinator in our 5-person high rise management office. This position could be considered similar to an Assistant Community Manager.

This is an onsite position at the building located in River North, and you will be required to work the posted Management office hours of Monday – Wednesday – Friday 9:00 a.m. until 5:00 p.m. and Tuesday – Thursday 11:00 a.m. until 7:00 p.m.

Requirements:

Previous office experience is REQUIRED; preferably 2-3 years or more at the same job.

Must be able to multi-task and have excellent organizational skills

Must possess EXCEPTIONAL customer service and writing skills

Must be proficient with computers and have excellent typing skills

Must be comfortable learning and using all types of computer software and investigating new software and technology

Must be detail-oriented and possess excellent follow-up skills

Must possess conflict resolution abilities

Should have previous experience answering phones

Some accounting skills would be preferred

Must have the ability to stay “cool” under pressure

Knowledge of construction, computer technology, and project management a HUGE PLUS!

You need to be someone who cares and takes ownership of your responsibilities!

The Project Coordinator is responsible for the following:

Projects

o Assist in vendor search and maintain COIs

o Set up new project vendors

o Create and maintain project binders/files

o Assist with scheduling project meetings

o Attend project meetings

o Take project meeting minutes

o Track action items and create reports and/or spreadsheets

o Establish and maintain lines of communication with contractors/vendors/owners/renters

o Track annual projects and maintain reserve study “green sheets”

o Track project expenses and payment submittals

Accounts Payable/Receivable

o Assist with monitoring regular invoices

o Submit Association invoices for payment

o Collect information to produce invoices for CAM charges, quarterly retail billing, and water meter readings; ensure timely payments for same

Administrative

o Work with owner entities when they have contractors onsite (scheduling and COIs)

o Assist with communications to owner entities and condo owners and renters

o Prepare and/or contribute to newsletters, email blasts, and postings

o Assist in the preparation and distribution of the annual notices and bulk mailings

o Update owner list and create annual meeting proxies

o Perform weekly and monthly property inspections

o Coordinate annual calendar tasks

o Prepare monthly reports as required by General Manager

o Upload financial reports to Buildinglink

o Manage issues with retail tenants and garage management

Assist other Management staff with all resident services

Construction Packets

o Accept and review with Chief Engineer

o Produce unit owner approval letters

o Track construction progress

o Schedule inspections with unit owners for Chief Engineer

o Ensure receipt of COIs, licenses, and fees; Coordinate with Accounts Manager

Floods and other emergencies

o Work with engineering and maintenance staff to investigate situation

o Work with restoration and insurance companies

o Coordinate communication with unit owners and residents when necessary

o Contact vendors for proposals and/or repairs as necessary

o Provide Incident Reports to other staff members

o Track insurance claims as required

Mechanical and Plumbing Situations

o Work with engineering and maintenance staff, as well as vendors to investigate and resolve situation

o Coordinate communication with unit owners and residents when necessary

o Contact vendors for proposals and/or repairs as necessary

o Provide Incident Reports to other staff members

o Coordinate water shut downs with staff, plumbers, unit owners and retail spaces

o Coordinate with unit owners and residents any testing within units by association vendors

o Assist janitorial staff with unit situations when engineer staff is not on site

o Work with engineering staff to identify solutions to smaller building issues

o Answer unit owner questions concerning their unit issues identified by maintenance in a work order

Keytrak, Keri FOB System, BuildingLink, Other System Software, and Computers

o Maintain systems

o Update when possible

o Research and recommend updates

o Research and recommend software to automate tasks, mailings, inspections, and record keeping

o Resolve computers issues, if possible

o Coordinate with IT Department and IT vendor to resolve issues with computers, internet and the like

o Identify deficiencies in software and report to company for explanation and submit improvement requests

o Improve and automate multi-user use of files

o Automate real-time use of residential information files for staff use

Preventative Maintenance

o Create and maintain inventory system for maintenance parts

o Create and maintain inspection list for building valves, belts, motors, pipe systems and other areas of the building for Maintenance

o Schedule unit filter changes bi-annually Research and recommend updatesUpdate building encyclopedia which documents entity areas and responsibilities, valve location and purpose, machinery location and purpose, and other items for use and reference

o Work with alderman’s office to identify and request building assistance from city departments

o Review and improve building signage

Building Security and First Responders

o Review areas of building and identify possible security issues and solutions

o Review surveillance camera footage

o Show camera footage to first responders (including police, postal inspector and DEA) upon request

o Identify areas of camera placements and improvements

o Report issues with camera operations

o Monitor operation of deeded parking area entrance and exit gates

o Review condominium areas accessed from garage

Staff Support

o Update Employee Manuals

o Improve training checklists

o Update training manuals

o Assist Resident Services staff with front desk coverage, packages, and obtaining keys when necessary

o Answer phones, communicate with owners, residents, and vendors

o Attend meetings and events as required by the General Manager

o Respond to emergencies

o Maintain a neat and orderly workspace