Administrative Assistant

Job Description

Position Overview

Our client is seeking a professional and customer-focused Administrative Assistant to support the daily operations of a property management office. This position will assist with leasing, resident services, property inspections, records management, rent and account documentation, and general administrative functions.

The ideal candidate will be organized, dependable, comfortable working with the public, and able to manage multiple priorities in a fast-paced environment.

Key Responsibilities

• Assist prospective residents with the apartment leasing process.
• Prepare leasing packets, show available units, and explain community amenities and services.
• Review lease terms, policies, rules, security deposits, prorated rent, and move-in procedures with residents.
• Process required leasing documents and obtain necessary signatures.
• Conduct move-in and move-out unit inspections.
• Process work orders and coordinate follow-up on maintenance concerns.
• Routinely inspect property grounds and common areas.
• Communicate with residents regarding property appearance, trash, damaged screens/windows, and other lease violations.
• Follow up on unresolved or repeat violations and refer matters to management when necessary.
• Greet residents and visitors and provide professional customer service.
• Answer resident questions, explain policies and procedures, and assist with resolving complaints.
• Assist residents with forms, key requests, lock changes, and other housing-related needs.
• Process appropriate paperwork for utility charges, resident charges, and account credits.
• Verify rent roll information and payment amounts.
• Establish and maintain confidential household files and records.
• Assist with monthly management reports and statistical information.
• Review vacancy reports daily and make necessary corrections.
• Gather information for interim resident re-examinations related to changes in household composition or income.
• Maintain office forms, supplies, and administrative records.
• Perform additional duties as assigned by management.

Qualifications

• High school diploma or equivalent required.
• Previous administrative, property management, leasing, housing, or customer service experience preferred.
• Strong telephone and interpersonal communication skills.
• Excellent customer service and problem-solving abilities.
• Ability to communicate policies, procedures, and lease requirements clearly.
• Strong organizational skills and attention to detail.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Basic business math skills, including percentages, fractions, addition, subtraction, multiplication, and division.
• Ability to type at least 35 words per minute with acceptable accuracy.
• Working knowledge of Microsoft Word, Excel, and Outlook .
• Ability to maintain confidential information and resident records.
• Must be comfortable working with the public and handling potentially difficult or stressful situations.

Driver & Physical Requirements

• Must possess and maintain a valid driver's license in the state of residence.
• Must maintain an insurable driving record under the terms of the client's auto liability policy.
• No more than 4 accumulated driving points within 3 consecutive years .
• Must be able to walk and monitor property grounds in various weather conditions.
• Ability to walk, stand, sit, bend, stoop, and move throughout the property.
• Must be able to sit or stand for extended periods while performing essential duties.
• Ability to operate computers and standard office equipment.
• Must be able to communicate accurately in person, by telephone, and through email.
• Must be comfortable working in an environment that may involve elevated stress levels.

Ideal Candidate

Our client is seeking a professional, dependable, and service-oriented administrative professional who enjoys working with residents and the public. The ideal candidate will be organized, confident communicating policies and procedures, comfortable handling confidential information, and capable of independently managing multiple administrative and property-related responsibilities.

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Meet Your Recruiter

Caylee Clutter