Administrative Assistant, Production

Job Overview

As a Production Administrative Assistant, you’ll be responsible for providing administrative support to property management teams on behalf of clients. The role involves interacting with a diverse group of clients and vendors, as well as internal contacts at all levels of the organization. You will exercise effective time‑management skills and a strong attention to detail to prioritize and organize tasks.

Suburban corporate office in Hoffman Estates, Illinois.

• Process incoming mail, checks, special deliveries, and packages including proper sorting and distribution.
• Send proper items via courier to correct offices; sort and distribute items being returned via courier.
• Compile and send checks to lockbox twice weekly.
• Process incoming scanning requests and upload to appropriate databases.
• Assist in applying postage for outgoing mail as requested by the Senior Production Assistant.
• Monitor inventory of office and kitchen supplies and inform supervisor when items need replacement.
• Provide reception coverage during lunches, breaks, and time off.
• Data entry of diverse information including leases, Certificates of Insurance, and information forms.
• Assist with sending records to storage by packing up documents and tracking.
• Order Special Delivery Services (2‑day, overnight, or same‑day) with tracking for associations or staff, and order UPS, USPS, and Fed Ex supplies as needed.
• Communicate and assist staff with requests such as mailings, copies, scans, supplies, or machine training.
• Communicate with clients, employees, and vendors to answer questions, explain information, and address complaints.
• Compile, copy, sort, scan and file records of office activities, business transactions, and other activities.
• Review files, records, and documents to obtain information to respond to requests.

• High school diploma or equivalent required; associate’s degree or equivalent preferred.
• One to two years of experience in administration and mail processing; experience in property management, real estate, or residential management preferred.
• Works effectively with coworkers, clients, and vendors by sharing ideas constructively and addressing issues to find mutually acceptable solutions.
• High‑energy attitude with the ability to multi‑task and prioritize projects.
• Superior oral and written communication skills.

As a full‑time associate, you will be eligible for a comprehensive benefits package, including multiple medical plans, dental, vision, life insurance, short‑term and long‑term disability, legal, identity theft, and pet insurance. You will also be eligible for company‑paid life insurance, an employee assistance program, paid time off, paid holidays, tuition reimbursement, and a 401(k) with company match.

$19.75 – $21.00 per hour.

Entry level

Full‑time

Administrative

Disclaimer Statement
The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not intended to be a comprehensive inventory of all duties, responsibilities, and qualifications required. Management reserves the right to assign or reassign schedules, duties, and responsibilities to this job at any time.