Finance and Office Administrator

Position Brief – Finance & Office Administrator 

The Finance & Office Administrator provides critical administrative and organizational support across finance, insurance, real estate transactions, corporate filings, and office operations. This role ensures accurate recordkeeping, smooth execution of administrative processes, and a professional, well-organized office environment. 

About Optima 

Optima is a privately held real estate firm with offices in Illinois and Arizona. For 47 years, Optima has been developing, designing, building and managing striking urban and suburban luxury residential communities. From the beginning, Optima aimed to reinvent housing by integrating the functions involved in new construction within one company. Optima controls and executes every aspect of the process in-house – development, design, construction, sales and management – for a dynamic system that offers greater focus and flexibility. Optima is committed to delivering extraordinary living through design, innovation, sustainability and management.  

Responsibilities 

Finance & Accounting Support 

• File and organize investment statements, life insurance correspondence, and other financial records.   

• Assist Contract Administrator with processing: 

• Entering pre-approved construction and development invoices into Timberline and Yardi. 

• Requesting W-9s and setting up new vendors in Timberline and Yardi.   

• Logging new liens and managing lien waiver correspondence with subcontractors. 

• Demonstrated proficiency in Microsoft Excel for financial tracking, data analysis, and reporting. 

Insurance Administration 

• Support application processes for corporate, construction, and property insurance programs.   

• File and maintain insurance correspondence.   

Real Estate Transactions 

• Provide administrative support for condominium sales, including: 

• Tracking buyer deposits and upgrade funds. 

• Assisting in closing coordination with Optima’s real estate sales team and title companies. 

• File and maintain real estate tax correspondence. 

• Create and maintain updated tax payable lists for each installment.   

Corporate Governance 

• Administer corporate minute books and filings. 

• Coordinate with registered agent on annual report filings and related requirements.   

• Process registered agent invoices.   

Office Administration 

• Greet visitors and answer occasional phone calls.   

• Coordinate daily office operations to ensure an organized, professional workspace.   

• Partner with offsite Office Manager to manage supplies and vendor relationships.   

• Coordinate facility maintenance and service providers.   

• Support HR and IT in onboarding new employees (workspace setup, access, supplies).   

• Manage daily mail (open, sort, scan, distribute, and post as needed).   

• Stock office printers and kitchen supplies.   

• Support occasional offsite tasks as needed, with a primary focus on core office coordination. 

• Provide in-person support for tasks requiring onsite attention. 

Qualifications 

• Prior administrative or finance-related experience preferred.   

• Strong organizational skills with attention to detail and accuracy.   

• Familiarity with accounting or property management software (Yardi, Timberline) a plus.   

• Ability to manage multiple priorities with discretion and professionalism.   

• Strong written and verbal communication skills.   

• Advanced proficiency in Microsoft Excel for financial tracking, data analysis, and reporting. 

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).   
   

Benefits 

• At Optima, we believe benefits should be meaningful, competitive, and supportive of your whole life. As a team member, you’ll enjoy: 

• 100% Company-Paid Medical Plan Option 

• 401k with Employer Match 

• Paid Parental Leave 

• Paid Time Off & Holidays 

• A dynamic team environment 
  
  Salary Range; $45,000 - $60,000 per year depending on experience.