Operations Assistant - Chicago, IL

Operations AssistantAffordable Housing Development & Property ManagementOperations DepartmentReports To: Director of Operations & Operations ManagerEmployment Type: Full-TimeLocation: 1343 N. Cleveland Ave. Chicago, IL. 60610Position SummaryThe Operations Assistant provides administrative, organizational, and operational support to the Operations Department of an affordable housing development and property management company. This position works closely with the Director of Operations, Regional Property Managers, Property Managers, and other internal and external partners to ensure that operational activities are completed accurately, timely, and in accordance with company policies, regulatory requirements, funding requirements, and established performance standards.The ideal candidate is highly organized, detail-oriented, proactive, and comfortable working in a fast-paced environment with multiple priorities.

Experience with affordable housing, property management, LIHTC, HUD, CHA, Section 8, supportive housing, or other government-assisted housing programs is strongly preferred.Essential Duties and ResponsibilitiesOperations & Administrative SupportProvide day-to-day administrative support to the Director of Operations and Operations ManagerMaintain calendars, schedules, meeting agendas, action items, and follow-up assignments.Coordinate internal meetings, conference calls, training sessions, inspections, and operational initiatives.Prepare correspondence, reports, spreadsheets, presentations, and other operational documents.Track deadlines and follow up with team members to ensure assignments are completed timely.Maintain organized electronic and physical files in accordance with company procedures.Assist with the development and implementation of operational policies, procedures, and workflows.Support special projects and other assignments as directed by the Director of Operations.Affordable Housing & Property Management SupportAssist Regional Property Managers and Property Managers with operational requests and follow-up.Monitor property-level deliverables, including inspections, certifications, reports, corrective actions, and other compliance-related deadlines.Assist with tracking vacancies, move-ins, move-outs, delinquency, collections, maintenance issues, resident concerns, and other key property performance indicators.Review operational reports for completeness and identify items requiring follow-up.Assist with maintaining accurate property and unit information in company systems.Assist with preparing information for property inspections, management reviews, audits, lender/owner requests, and regulatory reviews.Reporting & Performance TrackingAssist in preparing monthly and quarterly operational reports.Maintain spreadsheets and tracking tools related to property performance.Assist with monitoring key performance indicators, including:Occupancy and vacancyDelinquency and collectionsRent collectionUnit turnsMove-ins and move-outsWork orders and maintenance activityInspections and corrective actionsCompliance deadlinesBudget and operational deliverablesRent Increase submissionsCompile information from various departments and ensure reports are accurate and submitted by established deadlines.Assist with maintaining dashboards and other management reporting tools.Vendor & Invoice CoordinationAssist with obtaining and organizing vendor documentation, proposals, invoices, certificates of insurance, contracts, and related records.Track outstanding invoices and follow up with appropriate departments regarding approvals and payment.Assist with monitoring vendor performance and outstanding work items.Maintain organized vendor files and documentation.Replacement Reserve Draw RequestCommunication & Customer ServiceServe as a professional point of contact for internal departments, vendors, consultants, property staff, and external partners.Respond to routine operational inquiries and route issues to the appropriate department or manager.Communicate professionally and effectively through email, telephone, Microsoft Teams, and other company platforms.Maintain confidentiality of resident, employee, financial, and company information.QualificationsRequiredHigh school diploma or equivalent; associate or bachelor's degree preferred.2+ years of administrative, operations, property management, real estate, or related experience.Strong organizational and time-management skills.Excellent written and verbal communication skills.Strong attention to detail and accuracy.Ability to manage multiple priorities and meet deadlines.Proficiency with Microsoft Office, particularly Excel, Word, Outlook, and Teams.Ability to work independently while also functioning effectively as part of a team.Ability to maintain confidentiality and exercise sound judgment.PreferredExperience working in affordable housing or multifamily property management.Knowledge of LIHTC, HUD, Section 8, Project-Based Voucher, CHA, HACC, IHCDA, OHFA, or other affordable housing programs.Experience with property management software such as AppFolio, or similar systems.Experience with SharePoint or other document-management platforms.Experience supporting housing development, rehabilitation, construction, or asset management activities.Understanding of Fair Housing and other applicable housing regulations.Performance ExpectationsComplete assigned tasks accurately and within established deadlines.Maintain organized and up-to-date operational records.Follow up consistently on outstanding requests and assignments.Demonstrate a strong sense of urgency when addressing operational issues.Identify potential problems and escalate them appropriately.Maintain professional communication with internal and external stakeholders.Support the Operations Department in achieving company-wide operational and property performance goals.Maintain a high level of accuracy when handling affordable housing and regulatory documentation.Physical RequirementsAbility to work at a desk and use a computer for extended periods.Ability to occasionally travel to company properties, meetings, inspections, and other business locations.Ability to lift and carry files, supplies, and materials weighing up to 25 pounds as needed.Ability to navigate residential properties and construction/rehabilitation sites when required.Equal Opportunity EmployerUpholdings is an Equal Opportunity Employer committed to providing equal employment opportunities to all qualified individuals. Employment decisions are made without regard to legally protected characteristics in accordance with applicable federal, state, and local laws.Salary Range: $65,000 annually, commensurate with experience and qualifications.