Job Description
Job DescriptionSalary: $40,000 -- $43,000
Location: Assigned CHA Community
Reports To: Property Manager / Assistant Property Manager
Salary: $40,000 -- $43,000
Who We Are
5T Management Service Provider is a values-driven property management company dedicated to delivering exceptional housing and services at Chicago Housing Authority communities across Chicago. We operate with an owner-operator mindset: every community we manage is treated with the same care, discipline, and pride we would bring to a property we own ourselves. Our team members are the foundation of that standard.
About the Role
The Administrative Assistant is a frontline role that keeps the site office running with accuracy and care. You will provide direct support to the Property Manager and site team, serve as a welcoming and dependable presence for residents and visitors, and play a critical role in maintaining the records and documentation that keep our CHA communities compliant and audit-ready.
We are looking for someone who is organized, detail-oriented, and committed to providing outstanding service in a fast-paced, mission-driven environment.
Key Responsibilities
- Welcome residents and visitors with professionalism and warmth. Answer phones, greet walk-ins, and support positive first impressions at every interaction.
- Maintain resident files, lease documents, and compliance records in a complete, accurate, and audit-ready state in accordance with CHA and HUD standards.
- Prepare and distribute notices, newsletters, meeting materials, and resident correspondence as directed by management.
- Schedule resident appointments for certifications, recertifications, lease signings, and community events. Manage and update staff calendars.
- Perform general office tasks including data entry, scanning, filing, copying, and supply ordering.
- Enter resident and property data into Yardi accurately and within required timeframes. Cross-reference system data against physical files and flag discrepancies.
- Receive, log, and route resident maintenance requests. Track open work orders and flag overdue items to the Property Manager.
- Accept and log rent payments under the direct supervision of the Property Manager. Issue receipts and maintain accurate payment logs.
- Support audit preparation by organizing, compiling, and verifying documentation prior to review. Track compliance deadlines and flag upcoming due dates.
- Assist with CHA-required reports, certifications, and documentation packages under management direction.
- Maintain strict confidentiality of resident, financial, and company information at all times.
Qualifications
- High school diploma or equivalent required. Associate's degree preferred.
- Minimum 1 to 2 years of administrative or office experience, preferably in property management or affordable housing.
- Experience in CHA, HUD, or affordable housing environments preferred.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) required.
- Experience with Yardi Voyager or similar property management software preferred.
- Strong written and verbal communication skills with high attention to detail.
- Ability to multitask, prioritize, and maintain composure in a fast-paced environment.
- Demonstrated reliability, professionalism, and discretion in handling sensitive information.
Why Work With Us
At Five T Management Service Provider, our success starts with our people. We foster a collaborative, high-performance culture where every team member is empowered to contribute, learn, and grow. We take pride in managing each property like it's our own and making a meaningful impact in the communities we serve.
We offer:
- Competitive compensation
- Medical, dental, and vision insurance
- 401(k) retirement plan
- Paid time off
If you take pride in your work, value strong relationships, and want to be part of a team that's making Chicago communities better every day, we want to meet you.
Apply today and help us build stronger communities, one resident at a time.