Administrative Assistant / Resident Coordinator

33 West Ontario Condominium Association


$37000 - $45000 / Per year
5 days ago


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 a very busy atmosphere? Do you want to put your exceptional customer service and communication skills to work? Would you like to work with people who really care?

The 33 West Ontario Condominium Association / Associa Chicagoland an administrative position (Resident Coordinator) open in our 5-person Management office. In smaller offices, these positions might be called Assistant Community Manager.

The Resident Coordinator is responsible for assisting and supporting the General Manager with the day-to-day administration of the Association pursuant to this job description, the management agreement, the Declaration and Bylaws and the objectives of the Board of Directors.

The Resident Coordinator is responsible for most office tasks, but his or her primary responsibility is to provide exceptional customer service to the unit owners and residents. Interaction with the unit owners, residents, vendors, etc. should be done in a polite and enthusiastic manner at all times.

When other staff members are absent or unavailable, the Resident Coordinator is expected to perform, to the best of his or her ability and in good judgment, their duties.

The Resident Coordinator shall work the Management office “posted hours” which are currently Mondays, Wednesdays, and Fridays from 9:00 a.m. until 5:00 p.m. and Tuesdays and Thursdays from 11:00 a.m. until 7:00 p.m.


Candidate should have previous office experience and have proficient knowledge of the following:

• Microsoft Office products (Word, Excel, Outlook, Publisher, etc.)
• Communities/property/real estate and common interest communities or associations
• Typical business correspondence (grammar, structure, punctuation, spelling, etc.)
• Professional communication skills
• Conflict resolution techniques
• Exceptional customer service skills
• Time-management and prioritization skills

The Resident Coordinator shall be:
• Self-motivated
• Proactive
• Detail orientated
• Team player
• Reliable

Most importantly, the Resident Coordinator should have excellent communication, computer, and customer service skills.

If you have previous experience in a high rise or property management office and are familiar with the basic legal and governing documents such as the Illinois Condominium Property Act, and other federal, state and local laws, we definitely want you to apply. Salary could be increased for the right candidate with previous property management experience.

• High School Diploma Required
• Bachelor’s Degree Preferred

• Conduct all business in accordance with the management company and Association’s policies and procedures, fair housing, Americans with Disabilities Act, and all other laws pertaining to condominiums.
• Promote the Association as a first-class condominium property and support the reputation of the managing agent.
• Respond to emergencies as may be needed during and after Management office hours.
• Attend board meetings as required by the General Manager.
• Maintain strict confidentiality of all unit owner, resident, employee, and property information.
• Endeavor to provide competent, prompt, and courteous service, including conflict resolution to all unit owners, residents and guests.
• Answer incoming calls, take messages, and/or forward calls to the appropriate party promptly.
• Maintain a neat and orderly work space and files.
• Present oneself in appropriate work attire.
• Perform other duties as needed.

The Resident Coordinator is responsible for the following:
• Resident Coordination
•Maintain master schedule
• Produce monthly spreadsheet for Accounts Manager for expiring leases and COIs
•Schedule moves, deliveries and amenity reservations
•Send notices (emails) to all staff regarding new moves (in/out) and new owners
•Accept and review amenity reservation agreements
•Maintain reservation schedule
•Verify Certificates of Insurance (COI) for movers, vendors, and service people and maintain database
•Track and follow-through amenity and move pre- and post-inspections; coordinate damage fees/fines with Accounts Manager
•Start new owner/renter checklists and files
•Perform new resident and owner orientations
• Incident and Building Inspection Reports
•Daily review and investigation of Incident Reports and Building Inspection Reports
•Write of work orders if necessary
•Review surveillance camera footage
•Produce Courtesy and/or Violation Notices
•Produce Management Report information
•Produce Hearing Determination Notices
•Perform monthly property inspections
• Notices, Mailings, Unit Owner Information
•Handle and ensure timely mailings, door drops, and postings
•Maintain and update distribution binder
•Maintain owner and resident files
•Sort, stamp, and distribute office mail
•Update website for current and future events and necessary documentation
•Update vault with necessary documentation
•Produce monthly newsletter
• Work Orders
•Produce work orders from owner requests
•Provide prompt follow-through with unit owners and renters
• Guard Tour
•Produce and review rover reports
•Write work orders based on rover reports when necessary
•Maintain rover software system
• Maintain and order office supplies
• Maintain building inventory tracking system
• Assist with the planning of and attend year-round resident events
• Board Meetings
•Ensure proper meeting room set-up
•Attend board meetings as require by the Manager
•Produce meeting minutes for Manager review
• Computer
•Maintain “shared” drive
•Coordinate with IT Department and IT vendor to resolve issues with computers, internet and the like
• Manage Annual Bike Registrations
•Ensure bike tag inventory
•Perform bike room audits
•Send annual notice and reminder (Courtesy Notices) letters
•Collect and process bike registrations (annual and new); provide stickers
•Document receipt of new bike registration in Master List and C3
•Process fees and collect checks
•File current bike registrations in binder/unit files
•Send Violation Notices/Notices of Bike Removal
•Coordinate bike donations with Manager
• Manage Annual Pet Registrations
•Ensure dog tag inventory
•Send annual notice and reminder (Courtesy Notices) letters
•Collect and process pet registrations (annual and new; provide tags)
•Document receipt of new pet registration in Master List and C3
•Process fees and collect checks
•File current pet registrations in binder/unit files
•Send Violation Notices
•Assess fines to accounts as determined by the Board
•Send Notices of Determination