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Administrative Operations Coordinator

2 months ago

Hoffman Estates, Illinois, United States Group Fox Full time
Job Overview

Position Summary: The Administrative Operations Coordinator is essential in ensuring the smooth functioning of a property management office. By supervising administrative functions, managing office workflows, and enhancing communication, this role significantly contributes to the organization's overall effectiveness.

Key Responsibilities:

  • Oversee daily administrative operations, including managing phone communications, email correspondence, and general office inquiries.
  • Organize office activities and ensure compliance with company policies to maintain operational efficiency.
  • Establish and uphold office protocols, ensuring consistent adherence across the team.
  • Manage inventory of office supplies and equipment; anticipate needs and execute orders as required.
  • Coordinate the scheduling of meetings, appointments, and events to optimize time management.
  • Serve as the primary liaison between the property management office and external vendors, clients, and tenants.
  • Maintain a clean, organized, and productive office environment.
  • Assist with financial management tasks, including invoice processing, expense tracking, and budget oversight.
  • Facilitate effective communication among property managers, maintenance personnel, and tenants.
  • Act as a bridge between the property management office and other organizational departments.
  • Engage in clear communication with tenants, clients, and vendors.

Qualifications:

  • Demonstrated experience in an office management, administrative support, or similar capacity.
  • Familiarity with office management systems and procedures.
  • Exceptional organizational and time management capabilities.
  • Strong interpersonal and communication skills.
  • Proficient in Microsoft Office Suite and office management software (e.g., property management tools).
  • Basic understanding of accounting principles and practices.
  • Able to prioritize tasks and manage multiple responsibilities effectively.
  • Bilingual (Spanish) is a significant advantage.

Education:

A Bachelor's degree in business administration, office management, or a related field; or equivalent practical experience that has provided comparable knowledge and skills.

Physical Requirements:

  • Ability to sit for extended periods while working at a desk and using a computer.
  • Willingness to navigate the property, which may involve walking, climbing stairs, or traversing various terrains.
  • Capability to lift and carry moderate weights, such as maintenance supplies or small furniture items.
  • Proficiency in performing tasks requiring manual dexterity, including operating tools and handling keys.

Note: This job description is intended to provide a general overview of the responsibilities and requirements of the position. Duties may vary based on the specific needs of the property and are subject to change.