• Administrative Assistant - Willis Tower Property Management

    Job Locations US-IL-Chicago
  • EQ Office Properties is looking to bring on a people-oriented administrative assistant. As the Administrative Assistant - Property Management, your main responsibility will be to provide administrative support to the General Manager and Property Teams in order to ensure efficient operational organization within the property office. Responsible for maintaining the day-to-day relationships with the tenants.


    EQ Office focuses on all aspects of owning, operating and managing office communities. While other real estate owners talk about square footage and floor plans, we focus on the experience—how space feels, activates, and performs. At EQ, we partner with business leaders to find, design, and manage balanced workspaces that inspire talent. We’re proud to work hand-in-hand with organizations of all sizes (from Fortune 100 companies to emerging startups) to bring humanity back to the workplace.


    For more information, visit us at: www.eqoffice.com.

    As the Administrative Assistant - Property Management, one is held accountable to, however not limited to, the following job functions:


    • Answer and direct all incoming phone calls.  Provide assistance when possible and route calls to appropriate employees
    • Greet visitors and clients
    • Sort, organize and distribute all incoming mail
    • Prepare and send all outgoing mail and packages including certified, overnight and special deliveries
    • Type general correspondence and memos
    • Update and file all documents for Vendors and Customers
    • Create and maintain various filing systems in an accurate and organized manner.  Review, purge and forward files to appropriate storage location in accordance with company record retention policy
    • Maintain and update employee, clients and customer contact databases
    • Create/update mail merge data base and prepare correspondence for large mailings.
    • Organize, compile and prepare reports for distribution
    • Order and maintain adequate supply of departmental office supplies
    • Organizes all conference room reservations.
    • Organize department lunches, meetings, events and business travel
    • Complete required training courses
    • Support other special requests or projects as requested


    • Assist with customer service requests and escalate issues to the appropriate property management staff
    • Follow-up with customers to ensure service requests are completed to their satisfaction
    • Coordinate customer meetings, trainings and events
    • Assist with coordination of customer move ins and outs
    • Interact with customers to foster ongoing relationships
    • Manage vendor certificates of insurance
    • Prepare purchase orders, contracts and addendums
    • Coordinate access for vendors
    • Distribute documents to Lease Administration, such as certificates of insurance, commencement letters and other legal documents
    • Update Building and Tenant Emergency Response Manuals
    • Monitor work orders in Angus and ensure all requests are responded to within 30 minutes.  Assist teams with updates


    • Approximately 1-3 years of previous administrative experience preferred
    • Real estate / property management experience
    • High school diploma required, some college preferred
    • Skills must include: proficiency with Microsoft Word and Excel, ability to organize and prioritize workload, exhibits strong written and verbal communication, and strong attention to detail and accuracy


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