File Assistant Jobs in Fox Lake, IL (NOW HIRING)

POSITION SUMMARY:

The Operations Administrator- File Processor is primarily responsible for processing resident files accurately and on time to support move-ins, recertifications (as applicable), and lease-up deadlines across the residential portfolio. This role also provides centralized support for lease-up readiness and pre-leasing activity up to 120 days prior to a project coming online, supports onsite teams through administrative coordination, oversees residential work order billing processes, updates weekly reporting, and assists at sites as needed to help communities achieve occupancy and operational goals.

DUTIES AND RESPONSIBILITIES:

LIHTC File Processing

• Process applicant and resident files for LIHTC communities, ensuring documentation meets program requirements and internal quality standards
• Complete and/or support move-in certifications and other required resident file activity as assigned (e.g., initial certifications, student verification, income/asset verifications, third-party verifications, EIV/other tools if applicable to your overlays)
• Review applications and supporting documentation for completeness, accuracy, and eligibility; identify and resolve missing/incorrect items promptly
• Coordinate with onsite teams to obtain verifications, signatures, clarifications, and supporting documentation to keep move-ins on schedule
• Maintain organized electronic and/or physical files; ensure proper naming, indexing, and retention per policy
• Support file audits and monitoring readiness by ensuring files are “audit clean,” correcting deficiencies, and tracking completion
• Provide remote and onsite processing support during high-volume periods, lease-ups, staffing gaps, or compliance catch-up needs

Weekly Reporting & Pipeline Tracking

• Update and distribute weekly reports for assigned properties/projects (lease-up and/or stabilized), tracking file status and pipeline progress
• Maintain accurate trackers for applications received, files in process, pending items, approvals, projected move-ins, and issues blocking completion
• Communicate risks, trends, and bottlenecks to leadership and property teams with clear next steps

Pre-Leasing Support

• Answer inbound pre-leasing phone calls and respond to lead inquiries in a professional, timely, customer-focused manner
• Maintain interest lists and lead tracking; support follow-up cadence to convert interest into appointments/applications when eligible
• Provide accurate information regarding anticipated availability, timelines, amenities, pricing (when approved), and next steps
• Coordinate with property teams to ensure consistent messaging and proper handoff once the property is live/onsite leasing begins

Lease-Up Administrative Support & Readiness Coordination

• Support lease-up success by completing administrative and logistical tasks that reduce onsite burden, including:
  • Ordering permits for banners/signage as required by the municipality
  • Coordinating leasing trailers (ordering, setup timing, utilities/access needs, and vendor coordination)
  • Partnering with marketing to order banners, flags, directional signage, and collateral
  • Assisting with ordering leasing, office, and move-in supplies
  • Coordinate marketing campaigns as directed by Marketing/Regional Manager
• Refresh/update online ads and listings as directed to ensure accuracy, compliance-friendly language, and consistent branding

Onsite Support (As Needed)

• Travel to sites as needed to assist with file processing, application intake events, document collection, unit show support, and lease-up milestones
• Provide administrative coverage and support to help communities remain compliant and hit occupancy targets during peak periods

Residential Work Order Billing Oversight

• Track and organize work order billing documentation for the residential portfolio, ensuring invoices and backup align with internal requirements
• Coordinate with site teams and vendors to obtain missing invoices, approvals, and supporting documentation
• Maintain status tracking and support month-end billing visibility as directed

QUALIFICATIONS:

• Minimum of three (3) years of experience in property management
• Working knowledge of affordable housing programs (LIHTC, HOME, HTF)
• Strong leadership, communication, and organizational skills
• Proficiency in Microsoft Office Suite and property management software (e.g., RealPage, AppFolio)
• Ability to travel regularly between assigned sites

WHAT YOU’LL LOVE ABOUT WORKING HERE:

• Invest in Your Future: 401(k) with company match, plus annual merit-based increases
• Prioritize Your Health: Comprehensive medical, dental, vision, life insurance, Long-Term Disability, and FSA and HSA options.
• Recharge and Renew: Generous paid time off and 8+ paid holidays.
• Voluntary Benefits: Short Term Disability, Accident, Critical Illness, and Hospital Indemnity.
• Keep Growing: Ongoing education, leadership training, and advancement opportunities across all departments.
• Celebrate Together: Annual employee appreciation events, team outings, and company-wide recognition programs.
• Make an Impact: Contribute to meaningful projects that shape neighborhoods and improve lives.
• Be Rewarded: Eligible for performance-based bonuses.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Bear Real Estate Group is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.