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The Personal Property Data Manager and Executive Assistant serves as a pivotal member of the Advisory team, primarily supporting the Advisory Director and the Personal Property Workgroup. This role encompasses leading the coordination of document inflow and outflow, managing client and property data, ensuring compliance with filing deadlines, and assisting with calendar management and client communications. This position demands a high level of organization, accuracy, and efficiency, with a focus on maintaining perfect and complete data, developing and optimizing workflows, and facilitating effective client interactions.

Key Responsibilities:

• Document and Data Management: Oversee the inflow and transmission of client documents such as tax returns and bills to the Personal Property Workgroup. Manage database reports for the Advisory Director and maintain accurate property data in ITAM database.
• Calendar and Deadline Management: Update and manage the Advisory Director’s calendar with all filing deadlines, ensuring no scheduling conflicts and timely submissions. Coordinate appointments and meetings, ensuring logistics and technical setup are handled efficiently.
• Client Onboarding and Communications: Act as the first point of contact for clients, collecting necessary documents and ensuring they are informed of timelines. Facilitate onboarding of new clients into ITAM database, ensuring thorough and accurate entry of property and ownership data.
• Personal Property Compliance and Filings: Coordinate the preparation and submission of personal property filings, including document retrieval, validation of assessed values, and uploading of tax bills. Ensure compliance with all deadlines and requirements.
• Research and Continuous Improvement: Conduct research on filing protocols and deadlines. Develop and refine workflows, databases, and communication protocols to optimize efficiency and accuracy.
• Report Generation and Invoicing: Generate reports for tax savings and support the Billing Coordinator with invoicing materials. Ensure advisory and client compliance with payment and filing requirements.

Key Performance Outcomes:

• Maintain complete and accurate property data, with no missed deadlines for filings and client communications.
• Achieve high client satisfaction through effective communication and efficient processing of filings and documents.
• Ensure 100% compliance with all filing requirements and deadlines, maintaining a proactive approach to calendar management and client support.
• Develop and optimize workflows and database management practices, contributing to the continuous improvement of team efficiency and data integrity.

Qualifications:

• 5 years of experience in property assessment, taxation, commercial real estate, or a related field, with a strong background in document and database management.
• Superior organizational skills, with a proven ability to manage multiple deadlines and maintain high accuracy in a fast-paced environment.
• Proficiency in Microsoft Office Suite, ITAM, and other relevant applications, with a willingness to learn new software as needed.
• Excellent communication skills, both written and verbal, with the ability to work effectively with clients, team members, and external partners.
• A proactive problem-solver with a collaborative spirit, aligned with the Advisory's mission and goals.

Job Expectations:

• Strict adherence to directions, with the initiative to take self-directed actions when necessary.
• Ability to work in a hybrid remote and in-office setup, demonstrating flexibility and availability for on-demand tasks, especially during peak filing seasons.
• Commitment to continuous learning and improvement, with a focus on staying updated on government rules, property data retrieval, and filing protocols.

This role reports directly to the Advisory Director and requires a full-time commitment, with potential for hybrid remote and in-office work arrangements. The position is designed to evolve in response to the needs of the Advisory and the dynamics of the property taxation landscape.

Job Type: Full-time

Pay: $80,000.00 - $85,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• 8 hour shift

Ability to Relocate:

• Chicago, IL: Relocate before starting work (Required)

Work Location: In person