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Filing Assistant Jobs in Rockford, IL (NOW HIRING)

HHDC

Leasing Administrative Assistant

Woodstock, IL · On-site

$20 - $22/hr

Maintain organized resident, leasing, and property management files and records. * Maintain property waiting lists and assist with creating and updating applicant and resident files. * Assist ...

HHDC

Leasing Administrative Assistant

Woodstock, IL

$20 - $22/hr

Maintain organized resident, leasing, and property management files and records. * Maintain property waiting lists and assist with creating and updating applicant and resident files. * Assist ...

HHDC

Leasing Administrative Assistant

Woodstock, IL

$20 - $22/hr

Maintain organized resident, leasing, and property management files and records. * Maintain property waiting lists and assist with creating and updating applicant and resident files. * Assist ...

CREI Management, LLC

Marketing Assistant

Dekalb, IL · On-site

$15/hr

In this position, Marketing Assistants are the community's most important personnel as they can ... Complete lease packets and files for each resident to include the lease, all addendums and other ...

CREI Management, LLC

Marketing Assistant

Dekalb, IL · On-site

$15/hr

In this position, Marketing Assistants are the community's most important personnel as they can ... Complete lease packets and files for each resident to include the lease, all addendums and other ...

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Filing Assistant information

What is a filing assistant?

Filing Assistants are administrative professionals responsible for organizing, maintaining, and retrieving paper and electronic files within an office or organization. They ensure that documents are properly labeled, stored, and easily accessible to authorized personnel. Filing Assistants may also be tasked with scanning documents, updating filing systems, and handling confidential information. Their role is essential in supporting efficient office operations and ensuring that important records are well-managed.

What are the key skills and qualifications needed to thrive as a filing assistant, and why are they important?

To thrive as a Filing Assistant, you need excellent organizational skills, attention to detail, and basic literacy, often supported by a high school diploma or equivalent. Familiarity with office equipment, filing systems (both physical and digital), and basic computer programs like Microsoft Office is typically required. Strong time management, reliability, and effective communication help you excel in maintaining orderly records and supporting team efficiency. These skills are crucial for ensuring accurate documentation, quick retrieval of information, and smooth administrative operations.

What are some common challenges filing assistants face, and how can they effectively manage them?

Filing Assistants often encounter challenges such as maintaining accuracy while handling large volumes of documents, organizing files for quick retrieval, and keeping up with both digital and paper filing systems. To manage these challenges, it’s important to develop strong attention to detail, use standardized naming conventions, and regularly audit files for completeness and order. Utilizing digital tools and collaborating closely with team members also helps streamline processes and ensures that records remain accurate and accessible.

What are the most commonly searched types of Filing jobs in Rockford, IL?

The most popular types of Filing jobs in Rockford, IL are:

What are popular job titles related to Filing Assistant jobs in Rockford, IL?

For Filing Assistant jobs in Rockford, IL, the most frequently searched job titles are:

What job categories do people searching Filing Assistant jobs in Rockford, IL look for?

The top searched job categories for Filing Assistant jobs in Rockford, IL are:

What cities near Rockford, IL are hiring for Filing Assistant jobs?

Cities near Rockford, IL with the most Filing Assistant job openings:

Filing Assistant jobs near you
Infographic showing various Filing Assistant job openings in Rockford, IL as of August 2026, with employment types broken down into 1% As Needed, 72% Full Time, 24% Part Time, 1% Temporary, and 2% Contract. Highlights an 98% Physical, 1% Hybrid, and 1% Remote job distribution.

Leasing Administrative Assistant

Woodstock, IL • On-site

HHDC
See more jobs at HHDCexternal

$20 - $22/hr

Full-time

Medical, Dental, Vision, Retirement, PTO

Posted 17 days ago

Job description

SUMMARY
Hispanic Housing Development Corporation (HHDC) is seeking a professional, organized, and customer-focused Leasing Administrative Assistant to support the day-to-day leasing and administrative operations of the property.
The Leasing Administrative Assistant works closely with the property management team and assists residents, prospective residents, vendors, and visitors. This position is ideal for someone who is organized, enjoys working with people, can manage multiple priorities, and is comfortable working in a fast-paced property management environment.
SCHEDULE & COMPENSATION
Full-Time: 40 hours per week
Schedule: Monday - Friday
Pay Rate: $20.00 - $22.00 per hour
Essential Duties & Responsibilities
  • Greet residents, prospective residents, vendors, contractors, and visitors in a professional and friendly manner.
  • Answer incoming telephone calls, direct calls to the appropriate staff member, and take detailed messages when necessary.
  • Provide general administrative support to the property management team, including preparing correspondence, reports, mail, faxes, filing, and scheduling appointments.
  • Maintain organized resident, leasing, and property management files and records.
  • Maintain property waiting lists and assist with creating and updating applicant and resident files.
  • Assist prospective residents with the leasing and application process.
  • Schedule applicant interviews, complete required forms, follow up on documentation, and assist with rent calculations.
  • Assist with lease renewals, recertifications, move-ins, and move-outs in accordance with company policies and applicable housing program requirements.
  • Enter and update resident, leasing, and recertification information in property management systems.
  • Assist with rent collection processing and related documentation.
  • Show available apartments and the property to prospective residents as needed.
  • Assist management with property and unit inspections.
  • Receive, create, process, and follow up on maintenance work orders.
  • Maintain maintenance-related paperwork, including reports, schedules, appointments, and time-sheets.
  • Prepare invoices and other documentation for management review and approval.
  • Assist with preparing, delivering, and tracking resident and legal notices as needed.
  • Maintain staff calendars, appointments, and resident meetings.
  • Monitor office supply inventory and coordinate orders for supplies, furniture, and equipment.
  • Maintain property reports, logs, manuals, and other required documentation.
  • Follow all Fair Housing requirements and applicable federal, state, and local housing regulations.
  • Maintain confidentiality of resident, applicant, and company information.
  • Perform other duties as assigned.

Minimum Qualifications
  • High school diploma or GED required; associate degree or some college education preferred.
  • Previous administrative assistant experience required.
  • At least 1 year of customer service experience.
  • Previous leasing, affordable housing, or property management experience is preferred.
  • Must have or be able to obtain required leasing certifications within the required time frame.
  • Experience with HUD, Tax Credit, or other affordable housing programs is a plus.
  • Proficiency in Microsoft Office, including Outlook, Word, and Excel.
  • Ability to learn property management and other computer software systems.
  • Strong organizational and time-management skills.
  • Ability to prioritize and manage multiple assignments.
  • Strong attention to detail and problem-solving skills.
  • Good basic math skills.
  • Excellent written and verbal communication skills.
  • Ability to work effectively with residents, coworkers, vendors, and individuals from diverse backgrounds.
  • Must be able to remain professional and diplomatic when handling resident concerns or difficult situations.
  • Bilingual English/Spanish may be required depending on the needs of the property.
  • Must be willing to travel to other locations when needed.

Employee Benefits
  • Medical, Dental, and Vision Insurance
  • Paid Time Off (PTO)
  • Paid Vacation
  • Paid Holidays
  • 401(k) Retirement Plan
  • Short-Term and Long-Term Disability
  • Tuition Reimbursement
  • Employee Assistance Program (if applicable)
  • Ongoing Training and Professional Development
What We're Looking For
The ideal candidate is dependable, organized, professional, and committed to providing excellent customer service. You should be comfortable working directly with residents and prospective residents while balancing leasing responsibilities, administrative duties, deadlines, and changing priorities.
Success in this role requires someone who can communicate clearly, stay organized, handle sensitive situations professionally, and maintain positive working relationships with residents and the property management team.

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