Operations Assistant

Position Summary Diamond Property Consulting is seeking a highly organized, reliable, and proactive Operations Assistant to support daily office operations, work order coordination, dispatch support, customer and vendor communication, administrative follow-up, and internal operations support. This is an in-office role based in Skokie, IL. The right person will help keep communication moving, open items organized, and daily office tasks from falling through the cracks. Diamond Property Consulting, Inc. Skokie, IL Full-Time, In-Office Operations This role is ideal for someone who is friendly on the phone, detail-oriented, comfortable following up with vendors and customers, and able to manage multiple moving pieces in a fast-paced construction and property services environment. About Diamond Property Consulting Diamond Property Consulting is a nationwide general contracting and property services company specializing in multifamily, senior living, student housing, maintenance, renovations, and capital improvement work. Diamond operates with hands-on field teams, project managers, foremen, administrative staff, and vendor partners across multiple markets. Our clients depend on us to communicate clearly, respond quickly, and keep projects and service requests organized from start to finish. The Operations Assistant will play an important role in helping the office and operations team stay organized and responsive. Key ResponsibilitiesOffice Communication and Phone Support

• Answer incoming calls professionally and route them to the proper team member.
• Take clear and accurate messages and document important call details.
• Return or follow up on missed calls when assigned.
• Help make sure customers, residents, vendors, and internal team members receive timely responses.
• Maintain a friendly, helpful, and professional tone in all communication.
• Escalate urgent or sensitive calls to the appropriate person immediately. Work Order and Dispatch Support
• Assist with receiving, organizing, and tracking work orders and service requests.
• Gather clear information from customers, residents, property staff, or internal team members.
• Support scheduling and dispatch coordination for technicians or field team members.
• Track work order status, assigned technician, scheduled date, completion status, and follow-up needs.
• Communicate updates to customers, residents, vendors, or team members as needed.
• Confirm completion notes, photos, or backup are received when required.
• Help close out completed work orders and flag unresolved items.
• Escalate urgent, repeat, or customer-sensitive issues to office leadership. Administrative Support
• Assist with scanning, saving, labeling, and organizing invoices, bills, notices, statements, work orders, and other documents.
• Help maintain organized digital and paper filing systems.
• Support the office team with data entry, document preparation, forms, notices, and general administrative tasks.
• Keep assigned task lists and trackers updated.
• Help make sure paperwork does not pile up or get lost.
• Assist with organizing office supplies, mail, and daily office flow. Customer, Vendor, and Internal Follow-Up
• Follow up with vendors on scheduling, service status, material orders, invoices, or missing information.
• Follow up with customers or property staff on open items when assigned.
• Send basic updates by phone, email, or text when appropriate.
• Help confirm appointments, access instructions, and service details.
• Keep communication notes organized and visible to the team.
• Flag delays, complaints, missing information, or unresolved items before they become larger problems. Project and Operations Support
• Assist the operations team with basic project coordination tasks when assigned.
• Help organize project documents, photos, notes, schedules, or closeout information.
• Support internal coordination between office staff, field staff, vendors, and customers.
• Help track open action items and follow up until completed.
• Provide administrative support to project managers, coordinators, and field leadership as needed. Light Related Admin Support
• Assist with related administrative tasks across Diamond-affiliated operations when assigned.
• Help coordinate access, keys, notices, documents, or basic communication when needed.
• Support office leadership with special administrative projects.
• Primary responsibility remains Diamond office operations, dispatch support, and administrative follow-through. What Success Looks Like
• Calls are answered or followed up on promptly.
• Work orders have a clear status, next step, responsible person, and follow-up.
• Customers and vendors feel that Diamond is responsive and organized.
• The office team is supported, not overloaded.
• Documents are scanned, saved, labeled, and easy to find.
• Open items are followed up on without constant reminders.
• Urgent issues are escalated quickly.
• The office runs smoother because this person is organized, proactive, and consistent. Required Skills and Qualifications
• Strong organizational skills and attention to detail.
• Strong phone and customer service skills.
• Friendly, professional, and helpful communication style.
• Ability to follow up consistently until tasks are completed.
• Comfortable handling multiple tasks at once.
• Basic computer skills, including email, shared folders, spreadsheets, and document management.
• Ability to learn internal systems, trackers, and work order processes.
• Dependable, punctual, and comfortable working in an office every day.
• Willingness to ask questions, take direction, and improve processes. Preferred Qualifications
• Prior experience in office administration, dispatch, property management, maintenance coordination, construction administration, or customer service.
• Experience handling work orders, service requests, scheduling, or vendor coordination.
• Experience with property management software, CRM systems, QuickBooks, Buildertrend, or similar platforms is helpful but not required.
• Bilingual English/Spanish is a plus.

Key Traits We Are Looking For Proactive, Organized, Reliable, Friendly, Detail-oriented, Accountable, Calm under pressure, Strong follow-up, Comfortable communicating with different personalities, Willing to learn, Able to keep things moving without being constantly chased. Work Environment and Schedule This is a full-time, in-office position based at Diamond's Skokie office. The Operations Assistant will work closely with office staff, field team members, vendors, customers, and leadership. The role requires daily communication, computer work, phone support, document organization, and coordination of multiple open tasks. Standard business hours, with exact schedule to be determined. Growth Opportunity This role has room to grow into a larger operations, dispatch, administrative coordination, or project support role as the company continues to expand. The right person will have the opportunity to become an important part of Diamond's daily operations and office structure.

Pay:

$22.50 - $26.00 per hour

Benefits:

401(k) Dental insurance Health insurance Paid time off Referral program Relocation assistance Retirement plan Vision insurance

Work Location:

In person