Senior Associate - Office IL ($27.55-$36.97)

Position Summary:

Support the Chicago regional leadership team by performing certain administrative, analytic, portfolio management and reporting functions.  Position entails a variety of job duties to include project/portfolio management and administrative support.

Job Duties:

REGIONAL OFFICE

• Provide office service functions for regional team including front desk management, equipment and supplies procurement, contract management, fire life safety compliance & training, mail management, technology management, access control, work order management.
• Coordinate on site and off site events for regional team.
• Coordinate staff meetings, 3rd party manager meetings, project and special meetings, and strategic briefs / executive presentations, as necessary.
• Assist Directors (and above) with expense reporting.
• Provide other general office support as needed.
• Serve as subject matter expert on Salesforce,  Argus, Pivotal, SAP, BI and Angus.
• Maintain job aids and tool kits for regional office and 3rd party managers.
• Support records management for regional team.
• Coordinate necessary paperwork for approvals.

MARKETING AND OTHER INITIATIVES

• Participate in portfolio wide special initiatives and projects.
• Provide analytics, graphics and market research (as needed) for pitches.
• Assist with workplace community communication campaigns and activation initiatives (as needed).
• Review Chicago property websites for compliance, dated materials and brand consistency.
• Support photography requirements and inventory for regional team.

FINANCIAL

• Prepare various monthly status reports.
• Review, code and approve all regional office invoices for expenditures.
• Support Regional VP with preparation of regional office budgets and reforecasting.
• Compile portfolio and property-level accounts receivables reports.
• Compile monthly portfolio and property reports and summarize variances.
• Compile and distribute portfolio and property-level budgets and forecasts; provide associated analysis support.
• Support retail and managed amenities tracking.
• Support capital and property performance tracking.

Minimum Qualifications / Other Expectations:

Education:

• Bachelor’s Degree preferred

Experience:

• 1 – 3 years of relevant work experience
• Experience in a professional office setting

Knowledge, Skills & Abilities:

• Excellent computer, communication, and customer service skills.
• Proficient in Google and Microsoft Office platforms
• Detail oriented and able to prioritize tasks
• Organized, reliable, self-motivated, courteous, and patient
• Responsive to emergency situations
• Basic accounting and business acumen skills
• Ability to communicate clearly and effectively in English, both verbally and in writing.  Multi-lingual ability a plus.
• Demonstrate initiative, personal awareness, professionalism, positive attitude, and integrity; exercise high quality customer service and leadership in all areas of performance.  
• Project a professional image and demeanor.  
• Understand, apply and comply with all company policies and procedures.
• Develop and provide solutions based on known policies and procedures.  
• Develop creative solutions based on past experience and suitability to guidelines.

Certifications:

• ​​​​​​​Real Estate License a plus
• Valid Illinois driver’s license, valid vehicle insurance, and reliable vehicle.

Systems utilized: 

• Angus
• Salesforce
• Argus
• SAP / MRI
• CEO portal
• Pivotal
• Capital Database
• Business Intelligence
• Various presentation software
• Various databases and websites

Equipment Used: 

• Computer and printer, video conferencing equipment, scanner, iPad, cell phone, lap top, telephone, copy machine and fax machine.

Physical Requirements:

• Frequent standing, sitting, walking, stooping, bending, climbing stairs, and lifting objects of up to 20 pounds.  
• Driving a car may be required.

Working Environment:

• Primarily indoors, possibly outdoors
• Office, property grounds (outside).

Working Relationships:

• Internal: (By telephone, email, mail and in person)  Operations management, engineering, leasing, accounting, construction, retail, legal, finance, strategic planning             & analysis
• External: (By telephone, email, mail and in person)  3rd Party Management Teams, Vendors and Customers

Supervision Provided:

• Work is moderately supervised.
• Work is provided on a task level basis and goals are set forth and expected to be achieved.
• Work is reviewed for good use of judgment as well as overall quantity, quality and efficiency.

Supervisory / Management / Leadership Responsibilities

• Lead special projects and committees as designated by Supervisor.
• Compile and produce presentations suitable for executive audience.