administrative assistant

administrative assistant (part-time) Jobs in Miami

administrative assistant (part-time)

administrative assistant, executive Jobs in Miami

administrative assistant, executive

executive administrative assistant Jobs in Miami

executive administrative assistant

it support administrator

administrative support

Physicians Dialysis

<div>GENERAL PURPOSE OF THE JOB: 
The Office Manager provides direct administrative support to the Corporate Office to ensure operations are running smoothly. This includes administrative coordination for the facility, mail, preparation of reports, development of tracking systems, and ad hoc projects. This individual acts as an administrative resource for day-to-day needs. 
 
PRIMARY RESPONSIBILITIES: 
 
Front Office Reception: 
<ul><li>Greets visitors and facilitates meetings with corporate departments</li><li>Answers phone lines and directs inquiries to the correct departments</li><li>Responds to voicemails or general inquires</li><li>Maintains office common areas (breakroom, supply closet, kitchen, copy area) and keeps office items stocked, orderly and in good working order</li><li>Maintains corporate resources (office listings, phone lists, vendor lists, etc.), routinely distributes.</li><li>Coordinates patient census report</li></ul> 
Mail Support: 
<ul><li>Receives and documents incoming mail</li><li>Sends out mail, including facilitation of FedEx and other shipments.</li><li>Coordinates special mailers as requested by the departments</li><li>Facilitates bank deposits using banking software.</li><li>Maintains FedEx and other shipping and mail accounts</li></ul> 
Facility Support: 
<ul><li>Maintains contact list for facility vendors including points of contact, phone numbers, account numbers, portals, etc.</li><li>Attends necessary meetings related to Corporate activities.</li><li>Supports document retention projects</li><li>Tours facility to identify any physical plant issues</li><li>Troubleshoots issues and problems with facility vendors (air conditioning, property management, office cleaning, etc.)</li><li>Completes weekly/monthly &ldquo;month end&rdquo; tasks accurately and on-time.</li></ul> 
Communication: 
<ul><li>Develop and maintain effective communications for the Corporate office.</li><li>Drafts and sends company communication as needed.</li><li>Establishes and maintains effective working relationships with professional staff, co-workers, physicians, their office staff, ancillary department personnel, and external agencies.</li></ul> 
SECONDARY RESPONSIBILITIES: 
<ul><li>Composes memos, transcribes notes, and researches and creates presentations.</li><li>Gathers and submits information from Clinics and Regional Offices as requested.</li><li>Reports and problems/issues to management</li><li>Other duties as assigned</li></ul> 
QUALIFICATIONS: 
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 
<ul><li>High school graduate or equivalent education. BA in Business or Health related field a preferred.</li><li>Minimum 2 years of administrative support experience preferred. Experience supporting multiple managers/supervisors in a busy environment preferred.</li><li>Intermediate to advanced knowledge of Outlook, MS Excel, Word and PowerPoint.</li><li>Must have demonstrated record of and commitment to safety; and dedication to excellence.</li><li>Must possess outstanding communication and interpersonal skills. Must be able to communicate professionally and effectively with other staff members, patients and physicians.</li><li>Able to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals.</li><li>Prior experience working with sensitive information and maintaining confidentiality.</li><li>Demonstrates performance skill with information systems: i.e. printer, fax machine, computer, and other office equipment.</li></ul> 
WORK ENVIRONMENT &amp; PHYSICAL DEMANDS: 
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. 
 
While performing the duties of this job, the employee is regularly exposed to work near moving mechanical parts (dialysis equipment and machinery). The employees may be exposed to fumes or airborne particles and toxic or caustic chemicals. The noise level in the work environment is usually moderate. 
 
The employee must frequently sit, stand, lift and/or move up to 25 pounds (lifting patients, etc.), includes ability to carry and transport up to 25 pounds up to 60 feet. Specific vision abilities required by this job include close vision, color differentiation, distance vision, peripheral vision, depth perception and ability to adjust focus. While performing the duties of this job, the employee is required to stand; walk and talk, hear and smell. Requires excellent visual acuity and manual dexterity. The employee is frequently required to use hands to finger, handle, or feel and reach with hands and arms. He/she is frequently required to sit; stoop, kneel, bend, crouch, or crawl. 
 
The employee is required to use safety equipment, PPE (personal protective equipment) that may include but not be limited to face shield or goggles, non-slip shoes, gloves, mask, and other protective garments 
and equipment.</div>

Office Manager

Expanding Possibilities Inc

We are seeking a detail-oriented office worker to join our team. The ideal candidate will have experience in working with Medicaid and Private Insurance.Responsibilities<ul><li>Assist in managing ABA office administrative duties</li><li>Assist HR personnel with employment verification</li><li>Assist other office staff with pending tasks</li><li>Sending Birthday notifications to contractors &amp; clients</li><li>Follow-up with client&rsquo;s parents on a monthly basis</li><li>Provide excellent customer support through various communication channels.</li><li>Demonstrate professional phone etiquette when communicating with clients and colleagues.</li><li>Answer telephone calls, take messages and assist callers to the best ability.</li><li>Communicate with parents, RBT and analyst in a pleasant and professional matter.</li><li>Route, sort, and open incoming mails.</li><li>Prepare outgoing mail and answer correspondence</li><li>Support office management with organizational tasks</li><li>Print Service Logs and send emails notifications of pending signatures or notes</li><li>Scan, Sort and File completed Service Logs</li><li>Maintain organized files and documentation</li><li>Contact parents/caregivers to provide information about our ABA services and what documents are required (new or transfer clients)</li><li>Send email as a follow-up with all the information that was provided over the phone.</li><li>Once documentation is received, organize documents for Assessment/Reassessment authorization</li><li>Perform general clerical duties as required</li></ul>Requirements<ul><li>Bilingual (English and Spanish)</li><li>Strong organizational skills with attention to detail</li><li>Ability to multitask and prioritize tasks effectively</li><li>Excellent communication and interpersonal abilities</li><li>Proficiency in Microsoft Office Suite (Word, Excel)</li></ul>Job Types: Full-time, Part-timeAbility to Commute:<ul><li>Miami, FL 33157 (Required)</li></ul>Ability to Relocate:<ul><li>Miami, FL 33157: Relocate before starting work (Required)</li></ul>Work Location: In person

Office Staff

FirstService Residential

<div>Description
Temp to Perm Administrative Assistant
Schedule: Monday-Friday
Pay: $23.50 hourly 
Job Overview:
As an Administrative Assistant, you&rsquo;ll be responsible for providing a wide variety of administrative and staff support services. Performs office work directly related to property management and the general business operations of the association; May assist with employee payroll, budget preparation, control of records and reports regarding operations, personnel changes, etc., and emergency service duties. 
Your Responsibilities:<ul><li>
Coordinates collection and preparation of operating reports, such as time-and-attendance records, terminations, and new hires.</li><li>
Ensure that the telephone is answered properly, and messages are handled courteously, accurately and in a timely manner.</li><li>
Initiates preparation of Management Reports, committee reports, meeting notices as applicable and submit for Manager&rsquo;s review and approval.</li><li>
Maintains, updates, and coordinates resident information in computer database at a minimum monthly. Generates and provides this information to the Property Manager, Board of Directors, and valet desk.
</li><li>Keeps track of insurance certificate requests. Maintains insurance records books for both vendors and unit owners.
</li><li>Maintains supply closet. Requests all office supplies and equipment, following established purchasing procedures.</li><li>
Opens and distributes mail, prepares accounts payable invoices with work orders and receiving tickets. Stamps and code invoices for P.M. to code and approve.
</li><li>Sets up meetings for Board Approval process.
</li><li>Keeps packages updated with new memos and policies as required.
</li><li>Prepares any resident information packages that require Board approval, (i., e., Architectural Modification).</li><li>
Coordinates receipt of closing statement or warranty deed to put in the file and send to corporate A/R to change name and address for maintenance coupons.</li><li>
Maintains inventory of common areas keys, transmitters and key fobs for residents and re-order as needed following established procedures. Maintains log for sales and cash purchases as needed.</li><li>
Follows safety procedures and maintains a safe work environment.</li><li>
Other duties as required.</li></ul> 
Skills &amp; Qualifications:
<ul><li>Associates degree with concentration in business preferred, or equivalent combination of education and experience.</li><li>
Three (3) to Five (5) plus years of related work experience.
</li><li>Computer literacy: Intermediate proficiency in Microsoft Windows software.
</li></ul><ul><li>Must possess a strong administrative background.
</li><li>Strong working knowledge of customer service principles and practices.</li><li>
Excellent interpersonal, office management and communications skills.</li><li>
Self-starter with excellent communication, interpersonal and customer service and telephone skills.</li></ul> 
Physical Requirements:
<ul><li>Physical demands include ability to lift up to 50lbs.</li><li>
Standing, sitting, walking and occasional climbing.
</li><li>Required to work at a personal computer for extended periods of time.</li><li>
Talking on the phone for extended periods of time.
</li><li>Ability to detect auditory and/or visual emergency alarms.
</li><li>Ability to work extended/flexible hours, weekend, and attend Board meetings as required.
</li><li>Driving when necessary.</li></ul> 
What We Offer:
As a full-time associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, and vision. In addition, you will be eligible for time off benefits, paid holidays, and a 401k with company match. Occasional travel may be required to attend training and other company functions. 
Disclaimer:
The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time. 
 
 
Automated Employment Decision Tool (AEDT) Usage: We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics. 
 
Job Qualifications and Characteristics Assessed: The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company. 
 
Alternative Selection Process or Reasonable Accommodations: Candidates who require an alternative selection process or a &ldquo;reasonable accommodation,&rdquo; as defined under applicable disability laws, may make a request through our designated contact channel national_recruiting@fsresidential.com. 
 
Requesting Information About the AEDT - NYC Local Law 144: Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at national_recruiting@fsresidential.com; we will respond in accordance with Local Law 144, within 30 days.</div>

Administrative Assistant - Temp to Perm

Greenberg Traurig

<div>Greenberg Traurig (GT), a global law firm with locations across the world in 15 countries, has an exciting employment opportunity for you. We offer competitive compensation and an excellent benefits package, along with the opportunity to work within an innovative and collaborative environment.
Join our Construction Real Estate Practice Group Team as a Project Assistant located in our Miami office.
We are seeking a highly organized professional who thrives in a fast-paced, deadline-driven environment. The ideal candidate possesses strong problem-solving and decision-making abilities, ensuring efficiency and accuracy in every task. With a dedicated work ethic and a can-do attitude, you will take initiative and approach challenges with confidence and resilience. Excellent communication skills are essential for collaborating effectively across teams and delivering exceptional client service. With a client-focused mindset and an initiative-taking approach, you will play a critical role in driving success, anticipating needs, and providing strategic solutions. If you are someone who demonstrates initiative, adaptability, and innovation, we invite you to join our team.
This role will be based in our Miami office on an 5 day in-office basis. Daily in-office presence is required for day-to-day operations, as well as for team meetings, training opportunities, and relationship building.
Position Summary 
 
The Project Assistant provides support primarily to paralegals and legal support specialists within the Construction Real Estate Practice Group, with indirect support to attorneys. This role focuses on document management, transaction coordination, and administrative support, particularly in construction-related real estate and litigation matters. Candidates should also be flexible to work overtime as needed.
Key Responsibilities
<ul><li>Manages the storage and organization of documents in iManage in collaboration with the legal team.
</li><li>Reviews and documents daily correspondence scanned by the Office Services team in iManage.
</li><li>Maintains case and transaction-related document databases pursuant to department standards; updates physical files as necessary
</li><li>Assists in organizing and maintaining files in the transaction and closing &quot;war room&quot; for real estate construction projects.
</li><li>Prepares and organizes closing binders and due diligence materials for real estate transactions.
</li><li>Assists in tracking and maintaining project timelines, contracts, permits, and regulatory compliance documentation.
</li><li>Coordinates with external vendors, couriers, and government offices to ensure timely filing and delivery of required documents.
</li><li>Acts as a runner for time-sensitive tasks, including the procurement of checks for Notices of Bond and Notices of Commencement, often coordinating with couriers to meet deadlines.
</li><li>Works with extranet sites, downloading and storing data using established naming conventions.
</li><li>Creates indices of documents per provided examples.
</li><li>Provides clerical support to paralegals, including assistance with binder preparation and administrative tasks.
</li><li>Assists with legal and administrative projects, department duties, and special projects as assigned.
</li><li>Proficient in creating PowerPoint presentations and Excel spreadsheets to support project tracking and presentations.
</li><li>Uses Microsoft Office Suite and other firm software applications to complete tasks efficiently.
</li><li>Opening matters new matters
</li><li>Maintaining Construction Team&rsquo;s Client Matter List
</li><li>Monitoring Deadlines and Circulating Reminders
</li><li>Working on all aspects of Notices of Commencement including recording with various counties.
</li><li>Organizing iManage Folder Structures
</li></ul>Qualifications
Skills &amp; Competencies
<ul><li>Strong critical thinking, research, and analytical skills, with the ability to summarize issues clearly in writing.
</li><li>Highly organized with excellent attention to detail.
</li><li>Strong interpersonal skills with the ability to establish and maintain effective working relationships across all levels of the organization.
</li><li>Self-starter who can work independently with minimal supervision.
</li><li>Ability to manage multiple priorities and work under pressure to meet strict deadlines.
</li><li>Professional demeanor, communication skills (written and verbal), and presentation.
</li><li>Systems-oriented mindset with the ability to maintain and create processes for efficient workflow.
</li></ul>Education &amp; Prior Experience
<ul><li>Bachelor&rsquo;s Degree or equivalent experience preferred.
</li><li>Prior real estate or litigation-related legal experience preferred.
</li></ul>Technology
<ul><li>Advanced proficiency with Windows-based software and Microsoft Word, Excel, Outlook, and PowerPoint required.
</li><li>Experience with Adobe Acrobat and document management systems such as iManage preferred.
</li><li>Exceptional ability to learn new software applications quickly.
</li><li>Understanding of AI capabilities, limitations, and responsible use in a professional environment.
</li><li>Familiarity with, or willingness to learn, firm-approved AI tools (e.g., Copilot, ChatGPT, or similar platforms) to support daily workflow and/or improve work quality.
</li></ul>GT is an EEO employer with an inclusive workplace committed to merit-based consideration and review without regard to an individual&rsquo;s race, sex, or other protected characteristics and to the principles of non-discrimination on any protected basis.</div>

Real Estate Construction Project Assistant

Media Med

Job OverviewWe are seeking a dynamic and detail-oriented Dental Office Front Desk Agent to join our vibrant dental practice team. In this pivotal role, you will be the first point of contact for patients and visitors, ensuring a welcoming environment while managing essential administrative functions. Your energy and organizational skills will help streamline daily operations, facilitate patient care, and uphold the highest standards of confidentiality and professionalism. This paid position offers an exciting opportunity to contribute to a thriving healthcare setting while developing your expertise in medical administrative support and dental office management.Responsibilities<ul><li>Greet patients warmly, verify their appointments, and manage check-in/check-out procedures efficiently.</li><li>Schedule appointments using dental practice management software such as Dentrix or Eaglesoft, ensuring optimal patient flow.</li><li>Verify insurance coverage, perform insurance eligibility checks, and process claims accurately using systems like Epic, Meditech, or Athenahealth.</li><li>Handle multi-line phone systems with professionalism, providing clear information and directing calls appropriately.</li><li>Manage patient records with precision, including filing, updating electronic health records (EHR) systems, and reviewing documentation for accuracy.</li><li>Assist with billing processes by performing medical collection tasks, coding procedures with CPT and ICD-10 codes, and ensuring compliance with HIPAA regulations.</li><li>Support clinical staff by coordinating patient intake, medical documentation review, and maintaining confidentiality of sensitive health information.</li></ul>Qualifications<ul><li>Proven experience in a dental or medical front desk role with strong knowledge of dental terminology and clinical confidentiality policies.</li><li>Familiarity with EHR systems such as Eaglesoft, Dentrix, eClinicalWorks, or similar platforms; experience with Epic or Meditech is a plus.</li><li>Proficiency in Microsoft Office Suite (Word, Excel) along with excellent typing skills (including 10 key typing).</li><li>Knowledge of health insurance processes including verification, Medicare procedures, ICD coding (ICD-9/ICD-10), CPT coding, and medical billing practices.</li><li>Exceptional customer service skills combined with phone etiquette and effective communication abilities in a fast-paced environment.</li><li>Bilingual abilities are highly desirable to serve diverse patient populations effectively.</li><li>Previous clinic or healthcare office experience is preferred; familiarity with multi-line phone systems and electronic health record management is essential.</li><li>Strong organizational skills with attention to detail in documentation review and office management tasks.</li></ul>Join us to be part of a dedicated team that values professionalism, compassion, and excellence in patient care!Pay: From $18.00 per hourWork Location: In person

Dental Office Front Desk Agent

Zirtual

<div>
 Zirtual is a work-life balanced company that provides clients with experienced, highly skilled remote assistants for both personal and professional needs. Our Executive Assistants are committed to delivering efficient, proactive, and high-quality support that meets and exceeds client expectations.
 
 
 The Executive Assistant is a vital member of the Zirtual team and serves as the primary point of contact for assigned clients. In this role, you will work independently while receiving support from an Account Supervisor, who will assist with client relationships, plan adjustments, quality feedback, and ongoing guidance.
 
 
 As an Executive Assistant, you will play a critical role in supporting busy professionals by managing schedules, communications, and day-to-day operations. You will help streamline workflows, anticipate needs, and ensure tasks are completed efficiently and accurately.
 
 
 Assistants are expected to be available for clients during business hours as agreed upon with each client but around-the-clock availability is not expected. Responsibilities also include sending weekly usage reports, responding to communication within a two-hour window, maintaining detailed client profiles, and following Zirtual's best practices for success.
 
 
 This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
 
 
 
 Typical Duties and Responsibilities (may vary based on client needs)
 
 
 
 Calendar &amp; Schedule Management
 
 
 <ul>
 <li>
 Manage and coordinate complex calendars and appointments
 </li>
 <li>
 Schedule meetings, calls, and events across multiple time zones
 </li>
 <li>
 Anticipate scheduling conflicts and proactively resolve them
 
 
 </li>
 </ul>
 Email &amp; Communication Management
 
 
 <ul>
 <li>
 Monitor and manage inboxes, including drafting and responding to emails
 </li>
 <li>
 Prioritize communications and ensure timely follow-up
 </li>
 <li>
 Serve as a liaison between clients and internal/external contacts
 
 
 </li>
 </ul>
 Administrative Support
 
 
 <ul>
 <li>
 Prepare documents, presentations, and reports
 </li>
 <li>
 Handle data entry, file organization, and record maintenance
 </li>
 <li>
 Assist with project coordination and task tracking
 
 
 </li>
 </ul>
 Travel &amp; Event Coordination
 
 
 <ul>
 <li>
 Research and book travel arrangements (flights, hotels, transportation)
 </li>
 <li>
 Create detailed itineraries and manage travel changes
 </li>
 <li>
 Coordinate virtual and in-person meetings or events
 
 
 </li>
 </ul>
 Operations &amp; Task Management
 
 
 <ul>
 <li>
 Support day-to-day business operations
 </li>
 <li>
 Conduct research and compile information as needed
 </li>
 <li>
 Identify opportunities to improve processes and efficiency
 
 
 
 </li>
 </ul>
 
 Requirements
 
 
 
 Skills &amp; Attributes
 
 
 <ul>
 <li>
 Strong organizational and time management skills
 </li>
 <li>
 Excellent written and verbal communication
 </li>
 <li>
 High attention to detail and accuracy
 </li>
 <li>
 Ability to manage multiple clients and deadlines
 </li>
 <li>
 Proactive, resourceful, and solution-oriented mindset
 </li>
 <li>
 Ability to work independently in a remote environment
 
 
 
 </li>
 </ul>
 
 Preferred
 
 
 
 <ul>
 <li>
 Bilingual (English/French and/or Spanish)
 </li>
 <li>
 Experience supporting executives, entrepreneurs, or small business owners
 
 
 
 </li>
 </ul>
 
 Qualifications
 
 
 
 <ul>
 <li>
 Associate's or Bachelor's degree in Business Administration or related field (or equivalent experience)
 </li>
 <li>
 2-4+ years of experience as an Executive Assistant, Administrative Assistant, or similar role
 </li>
 <li>
 Experience supporting multiple clients or executives preferred
 </li>
 <li>
 Typing ability of at least 50 WPM with accuracy
 
 
 
 </li>
 </ul>
 
 Technical Skills
 
 
 
 <ul>
 <li>
 Google Workspace and/or Microsoft Office
 </li>
 <li>
 Calendar management tools (Google Calendar, Outlook)
 </li>
 <li>
 Project management and CRM tools (e.g., Asana, Trello, ClickUp, Zoho, Salesforce)
 </li>
 <li>
 Communication tools (Slack, Zoom, Teams)
 
 
 
 </li>
 </ul>
 
 Work Requirements
 
 
 
 <ul>
 <li>
 Reliable high-speed internet, computer, and phone
 </li>
 <li>
 Ability to maintain confidentiality and professionalism
 </li>
 <li>
 Availability during business hours (PST or EST, Monday-Friday), unless otherwise agreed in writing with each client
 
 
 
 </li>
 </ul>
 
 Compensation
 
 
 
 This is an independent contractor position. Compensation is based on a percentage of client monthly plans, with average monthly earnings ranging from $1,500-$3,800, depending on client mix.
 
 
 
 Protecting Yourself from Recruitment Scams
 
 
 
 Zirtual is committed to maintaining the integrity of our Talent acquisition process and the security of our candidates. We've observed a rise in phishing and fraudulent schemes where individuals impersonate Zirtual representatives and offer job seekers false interviews or job offers. These scams often attempt to extract payment or sensitive personal information.
 
 
 To help you navigate your job search with confidence, please keep the following points in mind:
 
 
 <ul>
 <li>
 No Financial Requests: Zirtual will never ask for payment or demand personal financial details (such as banking information, credit card numbers, or social security numbers) at any stage of our hiring process. Our legitimate recruitment is entirely free for candidates
 </li>
 <li>
 No Equipment: Zirtual does not provide equipment and does not request candidates to pay for equipment.
 </li>
 <li>
 Please always verify communications:
 </li>
 <ul>
 <li>
 Direct from Zirtual: If you receive an email from one of our recruiters, it will only come from an @zirtual.com address
 </li>
 </ul>
 <li>
 Exercise Caution with Unsolicited Outreach: If you receive any communication that appears suspicious, contains grammatical errors, or makes unusual requests, do not engage. Always confirm the sender's email domain is @zirtual.com before providing any personal information or clicking on links
 </li>
 <li>
 What to Do If You Suspect Fraud: Should you encounter any questionable or fraudulent outreach claiming to be from Zirtual, please report it immediately to support@zirtual.com. Your proactive caution is invaluable in protecting your personal information and upholding the security and trustworthiness of our recruitment efforts
 </li>
 </ul>
</div>

Remote Executive Assistant

<div>JLL empowers you to shape a brighter way.
Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you&rsquo;ve got deep experience in commercial real estate, skilled trades or technology, or you&rsquo;re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.
Position Purpose
The Multifamily PM Operations Coordinator will provide dedicated project coordination, document control, compliance tracking, systems, analytics, and administrative support for the Multifamily Property Management business line.
This position will be onsite in Chicago, IL, Miami, FL or McLean, VA.
Estimated total compensation for this position:
$28.85 - $33.66 per hour
The total compensation range is an estimate and not guaranteed. An employment offer is based on an applicant's education, experience, skills, abilities, geographic location, internal equity and alignment with market data .
Expected Schedule: Monday - Friday 9 am - 6 pm
Key Responsibilities<ul><li>
Manage project infrastructure for property takeovers, budget cycles, and platform initiatives including timelines, deliverable tracking, stakeholder communication, and action-item follow-up</li><li>
Establish and maintain centralized document management for all properties, including management agreements, budgets, contracts, permits, insurance certificates, and compliance documentation.</li><li>
Track and verify compliance requirements including life-safety drills, permit renewals, regulatory updates, and annual plan documentation; maintain compliance calendar and legislative monitoring.</li><li>
Provide executive support including meeting coordination, agenda preparation, materials distribution, minutes documentation, and travel arrangements for leadership and team members.</li><li>
Serve as a liaison between the leadership team and on-site property teams to communicate priorities, clarify expectations, and facilitate the flow of information.</li><li>
Manage property takeover coordination by tracking transition deliverables per property, maintaining onboarding checklists, and coordinating stakeholder communications.</li><li>
Support annual budget process administration including calendar maintenance, document organization, assumption tracking, and submission coordination across the portfolio.</li><li>
Process approved Yardi system changes within authorized scope; maintain request logs, approval documentation, and audit trails for administrative system updates.</li><li>
Coordinate platform implementations (Vendor Shield, Kingsley surveys, insurance programs) including rollout schedules, stakeholder communication, training coordination, and completion tracking.</li><li>
Audit monthly property bill-backs, manage business-line invoices, and maintain contact databases for owners, clients, vendors, and internal support teams.</li><li>
Build and maintain recurring reporting infrastructure including report calendars, templates, distribution schedules, and follow-up on missing or incomplete submissions.</li></ul>
This position does not provide visa sponsorship. Candidates must be authorized to work in the United States without sponsorship.
Location:
On-site &ndash;Chicago, IL, McLean, VA, Miami, FL
If this job description resonates with you, we encourage you to apply, even if you don&rsquo;t meet all the requirements. We&rsquo;re interested in getting to know you and what you bring to the table! 
Personalized benefits that support personal well-being and growth:
JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health. Some of these benefits may include:<ul><li>
401(k) plan with matching company contributions</li><li>
Comprehensive Medical, Dental &amp; Vision Care</li><li>
Paid parental leave at 100% of salary</li><li>
Paid Time Off and Company Holidays</li><li>
Early access to earned wages through Daily Pay</li></ul>
At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.
JLL Privacy Notice
Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL&rsquo;s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.
For more information about how JLL processes your personal data, please view our Candidate Privacy Statement.
For additional details please see our career site pages for each country.
For candidates in the United States, please see a fully copy of our Equal Employment Opportunity policy here.
Jones Lang LaSalle (&ldquo;JLL&rdquo;) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process &ndash; including the online application and/or overall selection process &ndash; you may email us at HRSCLeaves@jll.com. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page &gt; I want to work for JLL.
Pursuant to the Arizona Civil Rights Act, criminal convictions are not an absolute bar to employment.
Pursuant to Illinois Law, applicants are not obligated to disclose sealed or expunged records of conviction or arrest.
Pursuant to Columbia, SC ordinance, this position is subject to a background check for any convictions directly related to its duties and responsibilities. Only job-related convictions will be considered and will not automatically disqualify the candidate.
Accepting applications on an ongoing basis until candidate identified.</div>

Operations Coordinator - Multifamily Residential

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