Job Details

Job Summary

The Senior Administrative Coordinator provides critical administrative and operational support to the Evergreen Property Management leadership team. Reporting directly to the Vice President of Property Management, this role acts as a central liaison between corporate leadership, regional staff, site-level teams, and external partners to ensure seamless communication, timely reporting, and compliance with various regulatory and contractual obligations. This position requires a high degree of attention to detail, strong Excel and database management skills, and the ability to juggle multiple projects and reporting deadlines across Evergreen's multifamily portfolio.

Key Responsibilities

Administrative Support & Communication

• Serve as the primary administrative contact for the Property Management leadership team.
• Support VPM, Regional Directors, and EVP/President with scheduling, follow-up, and internal documentation.
• Coordinate communications between regional/site teams and corporate leadership.
• Take meeting notes during monthly regional meetings and assist with follow-ups.

• Maintain a comprehensive database of employee real estate licenses; coordinate renewals and compliance training.
• Schedule and track training for employees required to complete license renewals.
• Assign security deposit interest credits within property management software to comply with Illinois law.
• Process and manage HUD Form 9839-B Management Certifications and ensure timely submissions.

• Maintain Evergreen's master property list and SharePoint property management documentation.
• Track operational reporting deadlines, including:
  • Annual Owner Certifications
  • Form 8703 submissions
  • EIV system access updates
  • Reserve for Replacement withdrawals
  • Regulatory compliance reports and rent/security deposit letters (FL, VT)
• Set up and manage property/vendor system access (e.g., Screening Reports, The Work Number).
• Monitor active project timelines (e.g., budget letters, TSPs, AFHMPs, MOR/NSPIRE schedules).
• Manage listings on ILHousingSearch.org on a quarterly basis.
• Collaborate with IT and VPM to populate SharePoint dashboards and central data repositories for operational visibility.

• Support corporate initiatives, including:
  • Annual summer outing planning with HR
  • Holiday gift card administration
• Collaborate on projects assigned by the VPM or Regional Supervisors as needed.
• Provide occasional backup to the office receptionist and assist with clerical tasks.

• Bachelor's Degree (BA/BS) or equivalent experience (minimum 2 years in an administrative role).
• Experience in multifamily property management, affordable housing, or operations support preferred.
• Familiarity with HUD, IHDA, and LIHTC compliance processes strongly preferred.

• None required; Illinois Leasing License knowledge helpful.

• Proficient in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint, Teams)
• Proficiency in Microsoft Excel required, including use of formulas, VLOOKUP, pivot tables, and data validation to manage and analyze property operations and compliance reporting.
• Experience with property management software (e.g., OneSite) and database systems.
• Ability to maintain and update complex databases and spreadsheets used for tracking regulatory deadlines, contracts, inspections, and licensing across a large property portfolio.
• Ability to manage digital document workflows and large data sets with high accuracy.

• Exceptional organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to work independently, manage multiple priorities, and meet strict deadlines.
• High level of discretion and professionalism when handling confidential or sensitive information.

• Attention to Detail - Ensures accuracy across all documentation, reporting, and system inputs.
• Customer Service Orientation - Professional communication with internal teams, vendors, and external stakeholders.
• Initiative & Accountability - Anticipates needs and follows through independently on assigned responsibilities.
• Problem-Solving - Navigates ambiguous situations and identifies effective solutions.
• Team Collaboration - Works cooperatively across departments and adapts to evolving needs.
• Adaptability - Remains composed and effective in a fast-paced, deadline-driven environment.

• Office-based role with hybrid flexibility.
• Occasional travel to Evergreen's corporate office or multifamily sites may be required.
• Ability to lift up to 10 lbs occasionally.
• Frequent use of computer, phone, printer/copier, and standard office equipment.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.