Assistant jobs at Baird & Warner - 13 jobs

Job DescriptionSUMMARY The Administrator performs daily activities necessary to operate a residential real estate office. The Office Administrator is a professional and personable resource to the Sales Agents and the public. They perform a variety of receptionist and administrative activities. This is a full-time position. ESSENTIAL DUTIES AND RESPONSIBILITIES General Duties Include: Process listings, sales, and closings that are turned in by the agents in the region Scan and deposit checks Use our various computer programs to process listings, sales, and closings for the region Perform receptionist responsibilities: including greeting visitors, answering incoming calls, scheduling appointments, and providing general information regarding real estate listings Process incoming and outgoing mail Assist our Sales Agents with troubleshooting and resolving issues Assemble listing and buyer packets, as needed Maintain accurate logs and monthly reports for the office Monitor office supplies and complete order process when necessary Maintain organized and accurate files on all work processes Open and close the office daily per local office instructions (turn on lights and radio, computer monitors, make coffee, straighten office areas, etc.) Support the managing broker as needed QUALIFICATIONS Person should possess the following: Excellent communications skills Personable and friendly Proficient with technology (Microsoft Office, Google products and other back-office software) Ability to work well under pressure balancing multiple priorities and assignments to meet deadlines Consistent with follow up and follow through Strong typing skills Ability to handle and resolve recurring problems Must be highly organized Adaptable to various personalities/situations EDUCATION and/or EXPERIENCE Combination of education and experience sufficient to successfully perform the essential duties of the job LANGUAGE SKILLS Ability to read and understand documents and to communicate with agents and other staff members in a courteous and professional manner MATHEMATICAL SKILLS Basic Accounting knowledge helpful in processing closings, deposits and the monthly billing statements REASONING ABILITY Ability to define the problem, establish facts and draw a valid conclusion to solve the problem and plan initiatives PHYSICAL DEMANDS Mobility to work in a standard office setting using standard office equipment including: Stamina to maintain attention to detail despite interruptions Strength to lift and carry files weighing up to 3 pounds Vision to read printed materials and a computer screen Hearing and speech to communicate in person and over the telephone WORK ENVIRONMENT Frequently subject to interruptions in a moderate noise level office setting HOURS Monday - Friday 8am- 5pm

Project Management Advisors, Inc. (PMA) is a national real estate advisory firm providing consulting services as the owner's representative, including development management, project management, program management and investor representation. Recognized among the commercial real estate industry's top professional services firms, including being named to Engineering News-Record top CM firms for the past four years in a row, we partner with our clients as their unbiased advocate to provide leadership and strategic guidance for increasingly sophisticated real estate needs and challenges, minimizing risk while maximizing outcomes. Project Management Advisors, Inc. (PMA) is seeking an experienced and enthusiastic Office Administrator to support our team of professionals in Chicago across a broad range of project-related and corporate services activities. This position provides administrative office support, assists with new project pursuits, and contributes to corporate finance, human resources, and marketing activities. Below are the job responsibilities for this position: Office Support Project / Office Coordination Coordinate & consolidate staffing projections from project teams for monthly staffing meetings Coordinate company meetings and social events, yearly gatherings - summer outing, holiday dinner, any client special events Coordinate and produce monthly staff meeting materials Ability to manage time effectively and multitask under tight deadlines Self-starter capable of initiating routine tasks without prompting Responsible for maintaining the stock of office supplies and snacks Responsible for ordering lunches for the office Collect, organize, and distribute quarterly Project Sheet Updates Assist with special projects as needed Marketing Maintain and update general Outlook contacts for Chicago Add new contacts to the marketing contacts database; distribute v-cards as needed Assist with the production and assembly of collateral materials Coordinate overnight shipping and messenger deliveries Inventory on-hand collateral supplies; reorder as needed Assist with special events, including room/F&B set-up, distribution of materials, and clean-up Assist with annual holiday mailing program, including database updates, gift tracking, and special handling as needed Track and register employees for local industry events Finance Coordinate with office staff and Corporate Finance on the setup of new projects in Deltek and Dropbox Responsible for the oversight of employee time sheets Responsible for the preparation/review/approval of employee expense reports and A/P invoices Assist staff in preparing expense reports Coordinate & consolidate revenue projections for quarterly business meeting distribution Human Resources Assist with onboarding employees at the office location Scheduling candidate interviews Ability to navigate employees to the appropriate HR Employee Self-Service Systems Distribute quarterly PTO reports to appropriate employees Manage employee exit process Experience and Education 4+ years of office support work experience in a professional services organization, preferably in Architecture, Engineering, Construction, Real Estate Investment, or Development firms Strong organizational and technical skills with proficiency in all Microsoft Office Suite applications, with emphasis on Word, Excel, PowerPoint, and Project is a plus Excellent communication skills, oral and written, with emphasis on writing and proofreading Attentive listener who follows directions accurately and is detail-oriented Effective problem solver who displays good judgment and is flexible and reliable Proficient and accurate typing skills Experience working in a CRM system, Deltek, is a plus The salary range for this position is $60,000-$80,000 annually; the base pay offered may vary depending on location, experience, skills, relevant education, and training. PMA is comprised of over 150 project professionals experienced and licensed in nearly every aspect of the real estate industry with multi-disciplined backgrounds that are heavily rooted in the built environment, including architecture, development, asset management, brokerage, construction, engineering, finance, and urban planning. Our local market knowledge and ability to leverage broad and diverse experience across a national portfolio of projects is unmatched in the industry, including assignments in civic, cultural, education, healthcare, hospitality, industrial, life sciences, multi-family residential, office and retail. PMA is headquartered in Chicago, with offices in Austin, Los Angeles, New York, Orlando, San Diego and San Francisco, delivering expertise to a broad range of clients from developers to institutional investors based on 30 years of practical experience, allowing our teams to consistently anticipate issues, understand potential impacts and provide proactive solutions. Please review our US Application Privacy Policy

WinnCompanies is searching for an Administrative Assistant to join our team at Caroline Hedger Apartments, a 449-unit senior housing and RAD property located in Chicago, IL. In this role, you will provide support to designated department with daily administrative procedures and special projects. The ideal candidate will also handle front desk phones and in coming traffic of residents and perspective residents. Please note that the pay range for this position is $17.00-$20.00 per hour dependent on experience. Additionally, the selected candidate will adhere to the following work schedule: Monday through Friday, from 8:00AM to 5:00PM. Responsibilities Provide office support, including: maintaining files, ordering office supplies, handling incoming and outgoing mail, and assisting with overnight shipping. Handle mail distribution and assist with document preparation (scanning, emailing, copying, etc.) Obtain work orders from residents and documenting the work orders appropriately. Assist with collecting documentation from residents for recertifications. Assist with department operations, including: creating department check requests, filing paid invoices, preparing organizational charts and presentations, booking meetings and setting up conference rooms. Greet visitors, answer phones, and make sure everyone who walks through our doors feels welcome. Complete special projects as needed. Requirements Less than 1 year of relevant work experience. Basic familiarity with computer systems and web-based applications. Strong organizational and multitasking skills. Excellent written and verbal communication skills. A welcoming, can-do attitude and a professional presence. Preferred Qualifications High school diploma or GED equivalent. Proficiency with Microsoft Office Suite (ex. Excel, Word, Outlook, PowerPoint, etc.). Bilingual in English and Hindi/Urdu, Russian or Polish is a plus. Prior knowledge of HUD regulations.

The Administrative Assistant is responsible for performing a wide range of administrative tasks in support of the Commercial Property Management Department, specifically supporting the Operations / Construction Group. The goal of this position is to contribute to the operating efficiency of the assigned department and/or managers. The Administrative Assistant is responsible for effectively presenting information and responding to questions from management, co-workers, vendors, and tenants. CORE RESPONSIBILITIES: Highly organized individual that demonstrates the highest standards of personal and professional integrity, adheres to company's policies and procedures, and complies with applicable laws, government rules and regulations. Opens incoming mail and prepares outgoing mail, files, faxes, and copies documents. Create and send out general correspondence letters to tenants and vendors. Answer and assist with incoming phone calls in a professional and courteous manner. Enters contracts and work orders into Yardi and assists in generating operational and financial reports as needed. Helps maintain roof warranty, vendor lists, etc. Assists in searching for new vendors. Assists with maintaining databases and documentation related but not limited to roof warranties, vendors, trackers and sustainability records. Prepares, edits, and tracks bid sheets, contracts, & change order forms. Generates and issues work orders to vendors as needed. Assists with onboarding new vendors by collecting required documentation (e.g., COIs, W-9s) and submitting to appropriate internal departments. Coordinates and schedules meetings, appointments, and business travel, including booking accommodations and when applicable though TSI/Concur. Maintains and updates files, spreadsheets, and logs with current data. Retrieves documents from filing system such as but not limited to iManage. Distributes files, and logs as appropriate. Maintains electronic and hard copy filing system. Provides cross-functional support to other departments as needed. Other duties as assigned. QUALIFICATIONS: Education: This position requires a High School diploma, GED, or equivalent professional knowledge and/or work experience. Associate Degree in Business Administration preferred. Experience: This position requires at least 5+ years of prior professional experience in providing administrative support , preferably in commercial real estate. Skills: Advanced skills in Microsoft Word, Excel, and Outlook are required for this position. Keyboarding skills are required for this position, at least 40 WPM. Intermediate knowledge of Yardi and Construction Manager is preferred. Experience with platforms such as TSI/Concur, iManage, Spend Dynamics, DocuSign, Dayforce, ID Plans, & GAMUT Systems is preferred, though not required.

JMG Financial Group Ltd. is one of the largest independently owned fee-based wealth management firms in the Chicago area. JMG provides wealth management services to corporate executives and high net worth individuals. Investment News recently announced JMG as Best Places to Work for Financial Advisors for 2021-2025. JMG is searching for an Office Coordinator for our Downers Grove, Il office. This could be a full-time or part-time opportunity. The Office Coordinator plays a key role in ensuring the smooth day-to-day operations of our office. This position supports administrative functions, coordinates office activities, and serves as the first point of contact for internal staff and external visitors. The ideal candidate is highly organized, detail-oriented, and can work independently. This job is required to be an onsite in our Downers Grove, IL office and is not eligible for remote or hybrid work. The duties of this role would include, but are not limited to, the following: Create a welcoming environment by greeting clients and visitors with professionalism and warmth. Manage communications by handling incoming calls and emails, ensuring inquiries are directed promptly and accurately. Oversee office inventory by monitoring supplies and placing timely orders to maintain smooth operations. Coordinate meetings and logistics, including room scheduling and technology setup for seamless execution. Handle mail and shipping services, ensuring efficient distribution and courier arrangements. Support HR and Operations with onboarding processes and employee engagement initiatives. Assist in planning company events, training sessions, and team-building activities. Serve as a liaison with building management and vendors to address maintenance and repair needs. Ensure compliance with health, safety, and industry regulations throughout the office. Maintain accurate records and manage document filing, scanning, and organization. Uphold confidentiality and regulatory standards in alignment with financial industry requirements. Education: Education may vary; High school diploma or equivalent required Compensation: Non-Exempt position, eligible for overtime, bonuses and full benefits including health, dental, vision, life, long-term disability and 401(k). Your resume and cover letter referring to this posting are required to be considered. JMG is an equal opportunity employer.

Language: Must be able to speak Cantonese and Mandarin Job Summary : To provide prompt and efficient administrative support for the Property Manager and their direct reports; and to help coordinate all activities related to the Property Management function at East Lake Management. Essential Duties and Responsibilities: Support the secretarial needs of the Property Manager and their staff to ensure that accurate letters, documents, and other various materials are produced within established time frames and with high-quality standards. Use various software packages and visual aids to produce accurate documents, presentation materials, charts, and graphics (type, proof, organize, design, create fonts, layout, etc.) within established deadlines. Confidential materials must be handled discretely. Assist Property Management staff with department reports, projects, and presentations at various times throughout the year. Organize, research, and gather required data as necessary. Provide assistance in preparing materials, compiling statistical information, performing reconciliations, and other special projects as required. Generate copies of printed materials and proof the quality and consistency of the copies on an as-needed basis. Handle departmental mailings in a timely manner . Provide administrative support for activities related to property management to ensure that high -quality work is produced within established deadline Handle correspondence, telephone contacts, and incoming mail, including confidential materials, in a professional and expedient manner Set up and maintain accurate files and records that may be easily accessed by staff. Ensure that all filing is updated in a timely fashion. Greet visitors, screen incoming calls, schedule appointments. Prepare, review, and route non-technical routine correspondence as directed. Prepare, review and distribute weekly reports and other reports as necessary. Monitor stock of forms and supplies for department. Reorder as needed. Provide support with miscellaneous administrative duties to aid ELM office in being continually well managed.

Springfield, IL. About YES! YES! Communities was established in 2008 by a team of industry veterans that had a vision to operate manufactured home communities that were customer driven, innovative, and where the resident was truly hearing YES! to building a community all their own. This vision has manifested into a company that is providing customers with an affordable place to live and a culture that continues to say YES! to their residents. Our company's leadership team has over 100 years of combined experience in the manufactured housing industry. This dedication has brought industry acknowledgement to not only our executive team, but also to every endeavor they have touched throughout the past four decades. Their efforts led to the company's phenomenal growth from 67 communities in 2008 to over 200 across 18 states throughout the country. Life at YES! YES! Communities strives to hire a diverse workforce that shares our vision of what a manufactured home community should be. We empower our employees to develop a strong sense of community with our residents because we know that happy, dedicated employees make the difference. Our culture is relaxed and one where leaders set clear expectations and give you the freedom to manage your goals. We invest in our employees and take pride as we watch them achieve results and make a difference in their roles every day. Your Role at YES! In this role, you will be expected to perform a variety of office management and support tasks including answering phones, greeting customers, preparing correspondence, maintaining office files, ordering office supplies, and taking payments from residents. As the “brand ambassador” for YES! Communities, your presence and overall professionalism will be on full display. You will also assist your Community Manager with the timely completion of projects and help maintain a positive community environment. To Achieve Success at YES! We are looking for someone who possesses excellent written and verbal communications skills, as well as a strong working knowledge of Microsoft Office and other related software products. You need to be a motivated self-starter, able to work independently with minimal supervision, and function effectively in a collaborative team environment. The YES! Difference Competitive salary | Comprehensive health benefits | Life, long and short-term disability insurance | 401(k) with company match YES! I can help * YES! We are a team * YES! We add value * YES! We build community YES! Communities is an Equal Opportunity Employer

Here at green field services we take pride in providing the highest quality work possible. We have a highly trained crew, with decades of combined experience. We provide all excavation, and underground utility services. Including land clearing, mass excavation, structural excavation, grading and compacting, sewer storm and water mainlines, installation of all underground structures. We also service lines for all wet utilities. Job Description Job Summary We are seeking an organized and proactive administrative assistant to join our organization. You will work directly with our office staff to ensure all administrative tasks are efficiently and effectively implemented. Must have strong interpersonal skills, the ability to manage multiple tasks at once, and a wide breadth of experience managing clerical responsibilities. Responsibilities: Welcome and greet clients and office guests Support office staff and executives with general operational tasks Plan and schedule meetings, presentations, and other office related events Perform general accounting and bookkeeping duties Suggest changes to office task workflow to improve efficiency Answer phones in a professional manner Direct calls to appropriate persons or take detailed messages Answer and send out faxes as needed Prepare outgoing mail and packages for executives Reserve conference spaces for meetings Schedule travel arrangements Send reminders regarding upcoming appointments Manage communication of information in and out of the office Type out correspondence letters, emails, memos, etc. (paper and electronic) Assist in preparation of presentation materials Qualifications Requirements and Qualifications High school diploma Certified Administrative Professional (CAP) certification preferred Fast, proficient, and accurate typist Extensive knowledge of Microsoft Suite and other administrative programs Outstanding communicator, both orally and written Excellent customer service skills Self-starter who works well independently Ability to prioritize given tasks and work efficiently towards completing them Familiar with common office equipment (printers, copier, fax, etc.) Additional Information Benefits include: Competitive salary based on experience and qualifications Medical Insurance Dental Insurance Paid Time Off Holiday Pay 401k Plan

Real Estate Over the last decade, Baird & Warner was named a Chicago Tribune Top Workplace eight times in a row. But we didn't get there by accident - behind every great company is a culture created by the professionals who work there. Throughout our rich history, one thing has remained true: we believe that when you give people the support they need, amazing things can happen. That's why at Baird & Warner we empower you to be independent, to grow in your career, to do the right thing by your colleagues and your community, and to have a true work/life balance. We truly care about making our team feel part of something bigger by sharing a single purpose - making it easier for homebuyers and sellers to realize their real estate dreams. Job Summary We are looking for a dynamic, part-time administrative professional to join our team supporting Real Estate Sales Professionals at our Highland Park location. This is a part time position. Hours: Monday, Wednesday, Friday 12-5pm; Tuesday 11am-4pm, and Thursday 9am-2pm (with some flexibility). *This position requires in-office work (not a remote position). ESSENTIAL DUTIES AND RESPONSIBILITIES: General office support functions including greeting agents, customers and maintaining office appearance Oversee supply orders to ensure the office is properly stocked Marketing support to Real Estate Sales Professionals Navigation of Baird & Warner platform tools to create marketing materials Occasional duties and backup to two full time staff during vacation Answer phones Open and distribute daily courier items Distribute and prepare incoming and outgoing mail REQUIREMENTS: Strong computer skills - including Google platform and Microsoft Office Strong social media comprehension is a must (especially Facebook and Instagram) Attention to detail, collaborative and dependable Professional appearance Customer service based attitude High School Diploma or equivalent required. SALARY RANGE: $18-$22 per hour

The Administrative Assistant in the IPC Investor Relations Department plays a pivotal role in ensuring seamless, accurate, and timely investor communications across more than 150 real estate investment funds. This position combines exceptional organizational and logistical skills with a commitment to precision and compliance. The role is primarily responsible for managing multi-channel distribution of investor letters and quarterly reports, maintaining robust mailing systems, and supporting key departmental operations. As an advocate for process innovation, the Administrative Assistant leverages AI tools such as Microsoft Copilot to enhance efficiency, streamline workflows, and uphold the department's high standards of professionalism and service. CORE RESPONSIBILITIES: Demonstrates highest standards of personal and professional integrity, adheres to company's policies and procedures, and complies with applicable laws, government rules and regulations. Prepares, formats, and distributes investor communications through mail, email and investor portal, ensuring timely delivery. Coordinates with various internal teams and external third parties to confirm content accuracy and compliance before dissemination. Prints documents for signature and/or mailing and coordinates mailings. Organizes, maintains and updates mailing lists, files, spreadsheets, documents, web pages and distribution lists with current data. Distributes files, lists and documents as appropriate. Administers investor e-mail campaigns through Outlook and HubSpot, including scheduling and monitoring delivery. Leverages Microsoft Copilot or similar AI tools to streamline letter workflows, improve accuracy and productivity, and enhance efficiency in reporting and communications processes. Be an AI champion-understand, advocate for, and use AI to enhance processes and create efficiencies. Schedules and coordinates meetings, appointments, conference calls, site visits and travel arrangements. Handles incoming correspondence, ensuring prompt and professional responses. Tracks and reporst on communication timelines and completion status. Liaises with external vendors. Manages department equipment, ensuring functionality and readiness for use. Monitosr/orders stock of mailing supplies (e.g., envelopes, letterhead, postage materials) to support communication workflows. Other duties as assigned. QUALIFICATIONS: Education: This position requires a High School diploma, GED, or equivalent professional knowledge and/or work experience. Associate Degree in Business Administration preferred. Experience: This position requires a minimum of three years of prior administrative support, preferably in real estate, finance, or investment industries. One year or more of communications, journalism, or marketing experience is strongly preferred. Certifications/Licenses: No certifications/licenses are required. Skills: Strong organizational skills and meticulous attention to detail are required for this position. Ability to work in a fast-paced environment and handle multiple tasks simultaneously. Excellent verbal and written communication skills are required for this position. Ability to work both with a team and independently with minimal supervision. Proficient skills in Microsoft Outlook, Word, Excel, and Adobe Acrobat are required. Keyboarding skills are required for this position, at least 40 WPM. Familiarity with and ability to apply style and brand guidelines are preferred. Familiarity with HubSpot is preferred. Experience with CRM software is preferred.

Job Summary: To provide prompt and efficient administrative support for the Property Manager and their direct reports; and to help coordinate all activities related to the Property Management function at East Lake Management. Essential Duties and Responsibilities: Support the secretarial needs of the Property Manager and their staff to ensure that accurate letters, documents, and other various materials are produced within established time frames and with high-quality standards. Use various software packages and visual aids to produce accurate documents, presentation materials, charts, and graphics (type, proof, organize, design, create fonts, layout, etc.) within established deadlines. Confidential materials must be handled discretely. Assist Property Management staff with department reports, projects, and presentations at various times throughout the year. Organize, research, and gather required data as necessary. Provide assistance in preparing materials, compiling statistical information, performing reconciliations, and other special projects as required. Generate copies of printed materials and proof the quality and consistency of the copies on an as-needed basis. Handle departmental mailings in a timely manner . Provide administrative support for activities related to property management to ensure that high -quality work is produced within established deadline Handle correspondence, telephone contacts, and incoming mail, including confidential materials, in a professional and expedient manner Set up and maintain accurate files and records that may be easily accessed by staff. Ensure that all filing is updated in a timely fashion. Greet visitors, screen incoming calls, schedule appointments. Prepare, review, and route non-technical routine correspondence as directed. Prepare, review and distribute weekly reports and other reports as necessary. Monitor stock of forms and supplies for department. Reorder as needed. Provide support with miscellaneous administrative duties to aid ELM office in being continually well managed. Monday - Friday 8:30 am. - 5:00 p.m. with occasional rotating Saturday 9:00 a.m - 12:00 p.m.

Here at green field services we take pride in providing the highest quality work possible. We have a highly trained crew, with decades of combined experience. We provide all excavation, and underground utility services. Including land clearing, mass excavation, structural excavation, grading and compacting, sewer storm and water mainlines, installation of all underground structures. We also service lines for all wet utilities. Job Description Job Summary We are seeking an organized and proactive administrative assistant to join our organization. You will work directly with our office staff to ensure all administrative tasks are efficiently and effectively implemented. Must have strong interpersonal skills, the ability to manage multiple tasks at once, and a wide breadth of experience managing clerical responsibilities. Responsibilities: Welcome and greet clients and office guests Support office staff and executives with general operational tasks Plan and schedule meetings, presentations, and other office related events Perform general accounting and bookkeeping duties Suggest changes to office task workflow to improve efficiency Answer phones in a professional manner Direct calls to appropriate persons or take detailed messages Answer and send out faxes as needed Prepare outgoing mail and packages for executives Reserve conference spaces for meetings Schedule travel arrangements Send reminders regarding upcoming appointments Manage communication of information in and out of the office Type out correspondence letters, emails, memos, etc. (paper and electronic) Assist in preparation of presentation materials Qualifications Requirements and Qualifications High school diploma Certified Administrative Professional (CAP) certification preferred Fast, proficient, and accurate typist Extensive knowledge of Microsoft Suite and other administrative programs Outstanding communicator, both orally and written Excellent customer service skills Self-starter who works well independently Ability to prioritize given tasks and work efficiently towards completing them Familiar with common office equipment (printers, copier, fax, etc.) Additional Information Benefits include: Competitive salary based on experience and qualifications Medical Insurance Dental Insurance Paid Time Off Holiday Pay 401k Plan