HOATalent

Operations Coordinator

HOATalent

full-time

Posted on:

Location Type: Hybrid

Location: Chicago • Illinois • United States

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Salary

💰 $70,000 - $85,000 per year

About the role

  • Ensure adherence to local, state, and federal regulations governing property operations, including state specific requirements.
  • Maintain and accurately update all compliance-related documentation, including lease agreements, insurance certificates, vendor contracts, and regulatory records.
  • Track deadlines for renewals, audits, and required filings to ensure timely submissions.
  • Assist with preparing for compliance audits, regulatory reviews, and internal quality assurance checks.
  • Implement and refine documentation standards to ensure accuracy, consistency, and audit readiness.
  • Manage daily administrative tasks such as correspondence, scheduling, digital filing, and document preparation.
  • Maintain organized and comprehensive property records, operational documents, and compliance files.
  • Prepare and distribute operational reports, meeting agendas, minutes, and other administrative materials.
  • Support the creation of SOPs, checklists, and administrative workflows to improve operational efficiency.
  • 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.
  • 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.
  • 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.

Requirements

  • 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 extremely strong attention to detail.
  • Proactive spirit.
  • 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.
Benefits
  • Competitive salary and benefits package.
  • Opportunities for professional growth and development.
  • A dynamic and collaborative work environment.
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
compliance documentationlease agreementsvendor contractsregulatory recordsSOPsbudget preparationfinancial reportingproperty management
Soft Skills
organizational skillsmultitaskingattention to detailproactive spiritcommunication skillsinterpersonal skillsindependent workteam collaboration
Certifications
Bachelor’s degree in Business AdministrationBachelor’s degree in Real Estate