Job Title: Property Management Administrative Assistant / Asset Management Assistant
Location: Chicago, IL – 100% onsite
Job Type: Contract – 6 months (with potential extension to 12 months)
Schedule: Full-time, Monday – Friday (8:30 AM – 4:30 PM or 9:00 AM – 5:00 PM)
Salary: $25-28/hr. depending on experience

About the Role:
We are seeking a detail-oriented and proactive Property Management Administrative Assistant / Asset Management Assistant to join our team in supporting the management of over 2,000 properties. This role is vital to maintaining quality control and accurate reporting in our property preservation efforts.
You will be working closely with our asset management team to review vendor reports, verify invoice accuracy, ensure compliance, and communicate with vendors, field staff, and local officials. If you are organized, analytical, and skilled in Excel – this role could be a great fit.

Key Responsibilities:
1. Communication Management

• Answer and route incoming calls (approx. 5/day) regarding property concerns such as downed trees or trash complaints.
  

• Serve as a point of contact for stakeholders, vendors, and elected officials.
  

• Send introductory emails to new property buyers.

2. Invoice and Vendor Report Review

• Review 2–3 monthly vendor reports per property (includes photos, invoices, and service records).
  

• Compare invoices to internal records to ensure pricing and services match.
  

• Identify discrepancies and escalate issues to field staff with supporting documentation.
  

• Notify vendors to cancel services when properties are sold.

3. Administrative Support

• Provide general administrative support to the Asset Management Team.
  

• Assist with scheduling and internal reporting tasks.
  

• Prepare monthly reports for rehabbed properties and manage vacant building registration documentation.

4. Data & System Management

• Maintain and update the electronic property management system.
  

• Assign vendors and track property preservation costs on a per-property basis.

5. Compliance & Reporting

• Ensure all processes adhere to organizational policies and legal regulations.
  

• Support the preparation of internal and external compliance reports.

Required Qualifications:

• High school diploma required; Associate’s degree preferred.
  

• Minimum 2 years of administrative experience, preferably in real estate or property management.
  

• Strong proficiency in basic to mid level Microsoft Excel (sorting, filtering, basic formulas), Word, and Outlook.
  

• High attention to detail and ability to analyze before/after photos and invoices.
  

• Strong organizational and time management skills.
  

• Effective verbal and written communication skills.

Preferred Qualifications:

• Experience in property or asset management systems.
  

• Bilingual in Spanish is a plus, but not required.
  

• Familiarity with vendor coordination and service documentation.

Additional Information:

• A critical part of the role is quality control / reconciliations: ensuring reports are timely, accurate, and aligned with invoice data.
  

• This is an office-based administrative position with light phone interaction but high levels of report and data review.

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