Office Administrator

Job Summary
We are seeking a highly organized, detail-oriented, and customer-focused Office Administrator to join our Real Estate Team. This role is essential to the daily operations of our residential and commercial rental properties. The Office Administrator will support administrative functions, tenant and customer communications, lease administration, inventory tracking, and maintenance coordination.

All property management, leasing, and rental operations are conducted through Buildium Management Software. The ideal candidate will have hands-on experience using Buildium and be comfortable managing daily tasks within the system to ensure accuracy, efficiency, and compliance.

You will work closely with Property Managers, executives, maintenance staff, and clients to ensure smooth operations and an exceptional rental experience. Bilingual or multilingual candidates are strongly encouraged to apply.

Duties

• Perform all rental coordination, leasing, and administrative tasks using Buildium Management Software
• Handle lease renewals, amendments, notices, and related tenant communications
• Review rental applications for completeness and accuracy
• Communicate with rental applicants throughout the application process
• Contact applicants’ current and previous landlords and employers to verify application information
• Manage rental reservations, leases, renewals, and tenant records with accurate data entry in Buildium
• Coordinate property showings, meetings, and maintenance requests using Buildium and Outlook Calendar
• Process and track accounts receivable and accounts payable, including rent payments, invoices, and vendor bills through Buildium
• Assist with financial record-keeping, reporting, and reconciliation as needed
• Maintain accurate tenant, property, financial, and inventory records within Buildium
• Generate reports, notices, and tenant communications through Buildium
• Coordinate maintenance requests, track work orders, and communicate with vendors and maintenance staff
• Respond to tenant and prospective renter inquiries via phone, email, and in person
• Handle front desk duties, filing, document preparation, and proofreading
• Support sales initiatives, customer outreach, and relationship-building with prospective clients
• Promote rental services through professional customer interactions and basic marketing support
• Maintain office organization, cleanliness, and professional presentation standards
• Resolve tenant, applicant, and customer issues promptly to ensure a positive experience

Qualifications:

• Minimum of 1 year of hands-on experience using Buildium Management Software or similar property management software(preferred)
• Previous experience in property management, rental coordination, leasing, accounting support, administrative support, or customer service
• Strong organizational skills with exceptional attention to detail
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Excellent written and verbal communication skills with professional phone etiquette
• Ability to manage confidential information with discretion
• Ability to work independently and collaboratively in a fast-paced environment
• Experience with lease administration, application screening, AR/AP, or maintenance coordination is highly preferred
• Sales, marketing, negotiation, or maintenance experience is a plus but not required
• Bilingual or multilingual abilities are highly desirable

Job Types: Full-time, Part-time

Pay: $18.00 - $20.00 per hour

Benefits:

• Flexible schedule
• Opportunities for advancement
• Paid time off

Education:

• High school or equivalent (Required)

Experience:

• Rental Coordinator : 1 year (Required)
• Buildium Property Management Software: 1 year (Required)

Ability to Commute:

• Lisle, IL 60532 (Required)

Work Location: In person

Salary : $18 - $20