Leasing Administrative Assistant

SUMMARY

The Leasing Administrative Assistant is responsible for assisting the property management staff with all leasing aspects of property management and with administrative duties, like faxing, copying, greeting guests, and answering telephone calls, knowledgeably and efficiently. This individual is expected to always maintain a professional and friendly demeanor, prioritize and complete work in an efficient, timely manner and adhere to all Fair Housing requirements.

ESSENTIAL JOB FUNCTIONS include the following.

• Answers incoming phone calls in a pleasant and professional manner, forward callers if necessary and/or takes detailed messages.
• Provides a positive first impression and excellent customer service to all callers/visitors including: tenants, vendors, contractors, and guests.
• Provides administrative support to on-site staff such as typing correspondence. Preparing and updating reports as requested, processing incoming/outgoing mail, courier items and faxes, scheduling appointments, and filing, etc.
• Maintains inventory and orders office supplies, furniture, and equipment.
• Assists with preparation and maintaining all property management reports, logs and processes data as needed.
• Assists with work order requests and prepares invoices for manager’s approval.
• Processes, delivers, and follows up on legal notice as needed.
• Maintains management office library, including update of operations manual, when appropriate.
• Maintains calendars and appointments of staff and with tenants.
• Assists with inspections.
• Maintains waiting list(s), initiates tenant files.
• Assists with lease renewals for all tenants, in accordance with policy and procedures set by management and federal housing policies.
• Sets up interviews, fills out forms, follows up with processing information and performs rent calculations.
• Assists with processing of rent collections.
• Handles computerized data entry of recertification information, move-ins, and move-outs.
• Shows property and apartments to prospects, as necessary.
• Processes and creates work orders as needed for maintenance staff.
• Handles maintenance paperwork (i.e., filing reports, time sheets, schedules, appointments).
• Performs other duties as assigned.

WORKING ENVIRONMENT

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Position experiences interruptions and shifting priorities. May be required to deal with difficult people; expected to handle residents and visitors with calmness, diplomacy, and good social skills.

PHYSICAL DEMANDS

The physical demands are representative of those that must be met by an employee in an office setting to successfully perform the essential functions of this job. Walking, sitting, standing, stooping, kneeling, or crouching, climbing, reaching, handling; carrying and lifting a minimum of 15 lbs. to facilitate lifting of supplies as needed, using office and computer equipment (visual contact and keyboard manipulation) as well as the telephone system. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Additionally, must be able to perform the physical functions of the position, which may include, but are not limited to ability to walk property, including any flights of stairs, to complete physical inspections, deliver resident communications, and show apartments. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Regular, predictable attendance and punctuality are imperative job functions. Must be able to work scheduled hours, Monday through Friday including occasional overtime as needed.

MINIMUM QUALIFICATIONS

• High School or GED. 2-year college education a plus.
• Proven experience as an administrative assistant and at least 1 year in a customer service role. Previous leasing experience a plus.
• Must have or be able to obtain within 6 months an AMP Leasing Certificate if required by state and any other program required certifications (i.e., (HUD, Tax Credit).
• Proficiency in MS Office (Outlook, Excel, Word, in particular) and the ability to learn other software programs.
• Excellent time management skills and the ability to prioritize multiple assignments.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Good basic math skills.
• Willingness to work in a team environment.
• Strong organizational skills with the ability to multi-task.
• Ability to interact effectively with a diverse range of people.
• Diplomacy in handling problems of residents
• Bilingual (English/Spanish) may be required depending on resident demographic needs of property.
• Must be willing to travel to various locations if needed.

SUCCESS FACTORS

• Makes a positive first impression with prospective residents and continues to maintain courteous relationships with current residents.
• Provides excellent customer service understanding resident/prospective resident’s needs and interacting in a fair and consistent manner with their questions and concerns.
• Maintains professional relationships with other employees demonstrating professionalism and integrity and acts as HHDC’s direct liaison with company groups, suppliers, vendors, and professionals serving the company or properties.
• Maintains organization in the workplace to resourcefully answer questions as they arise.
• Prioritizes work efficiently to maximize business impact.
• Exhibits timeliness by arriving on time for work and completing tasks quickly and effectively.
• Sensitivity to diverse cultures.
• Can defuse a complicated issue between employees/residents.