Commercial Administrative Assistant

About the Role 

We are seeking an organized and self-motivated Commercial Administrative Assistant to join our Bloomington team. In this pivotal role, you will serve as the primary point of contact for our office and commercial properties. You will work closely with the Property Management team, providing high-level administrative support and ensuring our tenants and vendors receive exceptional service. 

To be successful, you must be a reliable, detail-oriented professional with a knack for multitasking and clear communication. 

Core Responsibilities 

• Professionally answer all incoming calls, identify caller needs, and provide information or assistance as required. 
• Transfer calls to the appropriate department (Leasing, Accounting, or Sales) and ensure a seamless handoff for the client or vendor. 
• Act as the dedicated liaison for Commercial Tenants and Vendors maintaining a helpful and professional demeanor under pressure. 
•  Receive work order calls from tenants, property managers and maintenance techs, gathering detailed information regarding the maintenance issues or facility needs. 
• Promptly enter all service requests into AppFolio, ensuring descriptions are accurate, and priority levels are set correctly. 
•  Monitor the status of open work orders in AppFolio and provide tenants with updates regarding scheduled repairs or completions. 
• Maintain digital and physical filing systems for property records, vendor W-9s, and insurance certificates. 
• Enter Rent Receipts/ Enter Bills in AppFolio (Vendor and Utility invoices) 
• Generate monthly commercial reports to track property performance and work order completion rates. 
• Performing other duties as assigned. Assist Brokers and Property Managers with daily tasks as needed. 
• High school diploma or equivalent. 
• Proficient in various computer software applications including Microsoft Office Suite (Word, Excel, Outlook, Teams, Google Drive). 
• Comfortable handling confidential information. 
• Multi-tasking and time-management skills, with the ability to prioritize tasks. 

Benefits 

• Comprehensive Insurance: Health, Dental, Vision, and Life Insurance. 
• Retirement: SIMPLE IRA with company matching. 
• Time Off: Paid Time Off (PTO) to support work-life balance. 

Location: Bloomington, IL 

Position Type: Full-time (Monday – Friday, 8:00 AM – 5:00 PM) 

Compensation: $20.00 per hour