Administrative Coordinator

7 days ago

Bloomington, Illinois, United States EJF Real Estate Services, Inc. Full time
About the Role

We are seeking a highly organized and detail-oriented Administrative Assistant to join our team at EJF Real Estate Services, Inc. As an Administrative Assistant, you will play a critical role in ensuring the smooth operation of our property management business.

Key Responsibilities
  • Provide administrative support to the property management team, including updating calendars, scheduling meetings, and coordinating appointments and deliveries.
  • Prepare and organize correspondence, reports, and presentations, ensuring accuracy and attention to detail.
  • Screen and respond to phone calls, emails, and other communications, providing excellent customer service to residents, vendors, and staff.
  • Maintain and update filing systems, both electronic and physical, to ensure efficient access to information.
  • Serve as the primary point of contact for resident inquiries, concerns, and requests, providing timely and effective resolutions.
  • Coordinate and communicate with vendors and service providers, ensuring seamless delivery of services.
  • Assist with the preparation of resident newsletters, bulletins, and notices, promoting community engagement and awareness.
  • Answer frequently asked questions from residents, vendors, contractors, and other visitors, referring more complex questions to the General Manager or their Assistant.
  • Oversee office supplies inventory and place orders as needed, ensuring a well-stocked and organized workspace.
  • Handle general office maintenance, ensuring the workspace is clean, organized, and conducive to productivity.
  • Assist in organizing and coordinating property events and meetings, promoting a positive and engaging community experience.
  • Update contract files to ensure timely preparation for new proposals, partnering with the Assistant General Manager to process invoices and follow up on outstanding payments.
  • Support special projects and initiatives as directed by the General Manager, researching and compiling data for reports and presentations.
  • Assist with the implementation and compliance of new policies and procedures, ensuring a smooth transition and minimal disruption to operations.
Requirements
  • Excellent verbal and written communication skills, with the ability to interact effectively with residents, vendors, and staff.
  • Excellent organizational skills and attention to detail, with the ability to prioritize tasks and manage multiple projects simultaneously.
  • Excellent interpersonal skills, with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
  • Proficient with Microsoft Office Suite and other related software, with the ability to learn new systems and technologies quickly.
  • Strong customer service skills, with an emphasis on de-escalation of any issues or conflicts.
  • Strong time management skills, with a proven ability to handle multiple tasks simultaneously and meet deadlines.
  • High school diploma or equivalent required; associate or bachelor's degree in business administration or a related field preferred.
  • 1-2 years' experience as an Administrative Assistant or similar role, preferably in property management or real estate.
What We Offer

EJF Real Estate Services, Inc. offers a comprehensive health benefits package, including medical, dental, and vision insurance, employer-paid Life and Disability insurance, and a 401(K) plan with company match. We are an equal opportunity employer and provide reasonable accommodation to qualified individuals with disabilities. If you are an applicant that requires reasonable accommodation, please email us at [insert email address].

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