Schedule:

• Mondays to Fridays, 10:00 am to 2:00 pm
• 20 hours per week
• Client time zone: Central time (Chicago, Illinois)

 

Overview:
You will support two growing businesses – a Section 8 property portfolio and childcare/daycare operations – by handling day-to-day admin, coordination and follow-up. This role is ideal for someone highly organized, proactive and comfortable managing many moving parts.

 

Responsibilities:

• Manage tenant and parent communications via phone (including 1-800 line), email, and messages.

• Coordinate with vendors for property maintenance, repairs, housekeeping and material orders (e.g., Home Depot pickups/deliveries).

• Support Section 8 / CHA processes:

  • Schedule and track inspections and re-inspections.

  • Send inspection notices (30–45 days and 1-week reminders).

  • Prepare and submit RTA packets for new tenants.

  • Communicate with CHA about tenant/program issues when needed.

• Maintain calendars/schedules for:

  • Property management: quarterly inspections, rehab loan milestones, rent increase dates for CHA tenants, closings, family schedule.

  • Daycare operations: yearly redeterminations, physicals, staff training hours, staff schedules, children’s schedules.

• Track payments and bills:

  • Verify monthly mortgage payment confirmations (around the 3rd).

  • Confirm all daycare/property bills are paid by the 10th.

  • Maintain water bill accounts and ensure all properties have active accounts.

  • Send 30-day late rent notices on the 6th; if unpaid by the 10th, send notice to CHA and tenant as per process.

• Perform bookkeeping and paperwork processing for both businesses, keeping records organized and up to date.

• Complete childcare applications and gather required documents from parents (pay stubs, wage verifications, etc.).

• Screen calls and inquiries from prospective tenants and parents seeking childcare.

• Maintain ongoing communication with tenants and parents to ensure documentation, inspections and requirements are completed on time.

• Gather budget-friendly homeowner’s insurance quotes when needed.

• Manage daycare supplies and inventory:

  • Place monthly/bi-weekly grocery and Amazon orders based on pre-set lists.

  • Create and maintain inventory lists for daycare centers and children.

  • Collect weekly inventory forms from staff and send lists to parents with items needed for the next week.

• Collect parents’ monthly schedules and ensure staff and operations align with those schedules.

• Create daily to-do lists for daycare staff and ensure completed lists are turned in to confirm tasks were done.

• Track vehicle usage for daycare transportation (start/end mileage, gas levels, notes) to help build a fuel and maintenance budget.

• Monitor inboxes and general correspondence, forwarding or responding as appropriate.

• Provide daily and monthly reports to the business owners on completed tasks, payments, outstanding items and key updates.

• Send monthly payment confirmations to the owner as requested.

• Maintaining and monitoring software Buildium (property’s) and Procare (daycares)

 

Requirements:

• Previous experience in property management, real estate administration and/or daycare/childcare admin is preferred.

• Strong administrative, time-management and organizational skills.

• Experience with bookkeeping, bill tracking and paperwork processing is a big plus but not required.

• Excellent written and verbal communication skills.

• Ability to work independently, prioritize and manage multiple tasks at once.

• Comfortable coordinating with staff, vendors, parents and tenants.

• Must be available to work during Central Time hours.

• Reliable high-speed internet and a professional, quiet work environment suitable for calls and remote work.

 

Independent Contractor Perks: 

• Permanent work from home
• Immediate hiring
• Steady freelance job 
  
  

Please note that since this is a permanent work-from-home position and an “Independent Contractor” arrangement, the candidates must have their own computer and internet connection. They will handle their benefits and taxes. The professional fees are at hourly rates, and the rate depends on your performance in the application process.

 

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