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Operations Administrator at HOATalent

extra holidays

Remote:

Full Remote

Contract:

Full time

Experience:

Mid-level (2-5 years)

Work from:

Illinois (USA), United States

Offer summary

Qualifications:

Bachelor’s degree in Business Administration or related field preferred., 2+ years of experience in operations, administration or property management., Proficiency in Microsoft Office and property management software., Strong organizational and multitasking skills..

Key responsabilities:

Manage day-to-day administrative tasks and correspondence.
Track and process invoices, vendor payments, and expense reports.

HOATalent Real Estate Management & Development Startup https://hoatalent.com/

2 - 10 Employees

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Job description

Would you like to join an entrepreneurial HOA Management holding company that is acquiring and growing businesses for the long term?

Are you excited by the challenge of building an outreach machine, and establishing yourself as a dealmaker with the “who’s who” in a quickly evolving industry?

Are you a sleeves-rolled, self-starter who wants the autonomy to set goals for yourself and an entire team – while pitching in wherever needed as we grow?

What do we do?

We acquire and operate Homeowners’ Association Management companies (read: the folks who make sure your neighbors pay their HOA dues, hire the landscaper, and keep your condo building beautiful and structurally sound).

Why a “family of companies?”

We acquire small businesses, usually from their founders. They sell to us and not the big, national firms because they want to protect what makes them special: their people, culture, and deep connections to the local community. So we honor that: no layoffs, no rebranding, limited integration, and decentralized decision-making. Because we believe if you offer smart, empowered people big-company resources, they’ll take advantage and grow just as fast as any top-down organization (and feel a lot more fulfilled in the process).

Key Responsibilities:

Administrative Support:
- Manage day-to-day administrative tasks, including correspondence, scheduling, and documentation.
- Maintain and organize property records, contracts, and compliance documents.
- Prepare and distribute operational reports, meeting agendas, and minutes.
Operational Coordination:
- Serve as the primary point of contact for vendors, contractors, and service providers.
- Coordinate property maintenance requests and ensure timely resolution of tenant issues.
- Assist in the onboarding of new properties, ensuring all operational systems are in place.
Financial Administration:
- Track and process invoices, vendor payments, and expense reports.
- Support budget preparation and monitor operational expenses.
- Collaborate with the accounting team to ensure accurate financial reporting.
Compliance and Documentation:
- Ensure adherence to local, state, and federal regulations for property operations.
- Maintain and update lease agreements, insurance records, and other critical documents.
- Assist in the preparation of compliance audits and regulatory filings.
Communication and Team Support:
- Act as a liaison between property managers, tenants, and leadership.
- Support internal teams with project coordination and cross-departmental initiatives.
- Ensure clear and timely communication regarding operational updates.

Qualifications:

Bachelor’s degree in Business Administration, Real Estate, or a related field preferred.
2+ years of experience in operations, administration, or property management.
Strong organizational and multitasking skills with attention to detail.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and property management software (e.g., Yardi, AppFolio).
Excellent communication and interpersonal skills.
Ability to work independently and collaboratively in a team environment.
Knowledge of Chicago real estate regulations and compliance is a plus.

What We Offer:

This is a fully remote position in the Chicagoland area. Applicants must live within 30 miles of Downtown Chicago.
Competitive salary and benefits package.
Opportunities for professional growth and development.
A dynamic and collaborative work environment.