Administrative Assistant Job at Baird & Warner in Chicago

Base Pay Range

$40,000.00/yr - $45,000.00/yr

Job Summary

Our front desk staff are the heart of our business operations and the directors of first impressions with our internal and external customers. In this role, you will be a part of an integral team of professionals that are responsible for many of the daily tasks that keep our organization at optimal efficiency.

We are looking for a dynamic, administrative assistant to join our team supporting Real Estate Sales Professionals at our Lincoln Square office at 1950 N Sedgwick Street, Chicago IL 60614.

The ideal candidate must be customer-focused, detail-oriented, computer savvy, an excellent communicator, and highly professional. You will report directly to our Chief of Staff and should bring high energy, enthusiasm, bright ideas for growth, and a propensity to work diligently in a dynamic industry. Real estate experience is not required but is a bonus. If you have the drive and passion to succeed, we can help coach you toward success.

This is a full-time, on-site position with expected hours M‑F 9am‑5pm (not a remote position).

Essential Duties & Responsibilities

• Greet visitors, answer incoming calls, and route questions to appropriate departments
• Manage front desk location's email inbox, triaging questions and supporting our internal and external customers
• Schedule meetings and prepare conference rooms accordingly
• Create and manage all aspects of MLS listings, and manage related documents needed for compliance on behalf of agents
• Oversee mail and package fulfillment, both incoming and outgoing
• Confidently and securely open and close office as shift requires, following detailed procedures and instructions
• Perform administrative duties as needed, such as ordering, maintaining, and restocking office supplies and inventory
• Process photos for agents and marketing on both the MLS and in creating brochures
• Work collaboratively with the Marketing team on signage orders, billing, and data collection to streamline work across offices
• Ability to travel to any of our offices in the Chicagoland area as needed
• Work with accounts receivable on issuing receipts for both agents and clients, processing check payments, and facilitating customer satisfaction
• Support data‑driven projects for the administrative and management teams to drive effective and qualitative change for the organization
• Assist in planning and facilitating office‑wide events to engage agents and contribute positively to company culture

Requirements

• Real estate knowledge is a plus
• Strong written and verbal communication skills
• Positive attitude and professionalism
• Ability to multi‑task and prioritize
• Strong computer skills – including Google platform and Microsoft Office
• Motivated, self‑starter who can work independently and as part of a team
• Excellent organizational skills and attention to detail
• Adaptability and flexibility are key factors for success in this role
• Desire to grow in your position and accept new responsibilities
• Professional appearance
• Proactive attitude

Skills & Experience

• High school diploma or equivalent required
• Previous real estate experience preferred
• Administrative assistant experience preferred

Salary Range

$40,000 – $45,000

Benefits

Medical, dental, vision, PTO, VTO