Leasing Administrative Assistant

Job Description

Job Description

SUMMARY

Hispanic Housing Development Corporation (HHDC) is seeking a professional, organized, and customer-focused Leasing Administrative Assistant to support the day-to-day leasing and administrative operations of the property.

The Leasing Administrative Assistant works closely with the property management team and assists residents, prospective residents, vendors, and visitors. This position is ideal for someone who is organized, enjoys working with people, can manage multiple priorities, and is comfortable working in a fast-paced property management environment.

Essential Duties & Responsibilities

• Greet residents, prospective residents, vendors, contractors, and visitors in a professional and friendly manner.
• Answer incoming telephone calls, direct calls to the appropriate staff member, and take detailed messages when necessary.
• Provide general administrative support to the property management team, including preparing correspondence, reports, mail, faxes, filing, and scheduling appointments.
• Maintain organized resident, leasing, and property management files and records.
• Maintain property waiting lists and assist with creating and updating applicant and resident files.
• Assist prospective residents with the leasing and application process.
• Schedule applicant interviews, complete required forms, follow up on documentation, and assist with rent calculations.
• Assist with lease renewals, recertifications, move-ins, and move-outs in accordance with company policies and applicable housing program requirements.
• Enter and update resident, leasing, and recertification information in property management systems.
• Assist with rent collection processing and related documentation.
• Show available apartments and the property to prospective residents as needed.
• Assist management with property and unit inspections.
• Receive, create, process, and follow up on maintenance work orders.
• Maintain maintenance-related paperwork, including reports, schedules, appointments, and time-sheets.
• Prepare invoices and other documentation for management review and approval.
• Assist with preparing, delivering, and tracking resident and legal notices as needed.
• Maintain staff calendars, appointments, and resident meetings.
• Monitor office supply inventory and coordinate orders for supplies, furniture, and equipment.
• Maintain property reports, logs, manuals, and other required documentation.
• Follow all Fair Housing requirements and applicable federal, state, and local housing regulations.
• Maintain confidentiality of resident, applicant, and company information.
• Perform other duties as assigned.

Minimum Qualifications

• High school diploma or GED required; associate degree or some college education preferred.
• Previous administrative assistant experience required.
• At least 1 year of customer service experience .
• Previous leasing, affordable housing, or property management experience is preferred.
• Must have or be able to obtain required leasing certifications within the required time frame.
• Experience with HUD, Tax Credit, or other affordable housing programs is a plus.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel.
• Ability to learn property management and other computer software systems.
• Strong organizational and time-management skills.
• Ability to prioritize and manage multiple assignments.
• Strong attention to detail and problem-solving skills.
• Good basic math skills.
• Excellent written and verbal communication skills.
• Ability to work effectively with residents, coworkers, vendors, and individuals from diverse backgrounds.
• Must be able to remain professional and diplomatic when handling resident concerns or difficult situations.
• Bilingual English/Spanish may be required depending on the needs of the property.
• Must be willing to travel to other locations when needed.

The ideal candidate is dependable, organized, professional, and committed to providing excellent customer service. You should be comfortable working directly with residents and prospective residents while balancing leasing responsibilities, administrative duties, deadlines, and changing priorities.

Success in this role requires someone who can communicate clearly, stay organized, handle sensitive situations professionally, and maintain positive working relationships with residents and the property management team.

This position operates primarily in a professional office environment and requires regular use of computers, telephones, copiers, and other standard office equipment.

The position may require walking throughout the property, including climbing stairs, conducting or assisting with inspections, delivering resident communications, and showing apartments.

Employees must be able to sit, stand, walk, reach, bend, stoop, kneel, and lift or carry at least 15 pounds as needed. Reasonable accommodations may be provided to enable individuals with disabilities to perform the essential functions of the position.

Regular and predictable attendance and punctuality are required. The position is generally scheduled Monday through Friday, with occasional overtime based on property needs.