Administrative Assistant (5TMSP)

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.

• 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.

• Competitive compensation
• Medical, dental, and vision insurance
• 401(k) retirement plan
• Paid time off