Leasing Administrative Assistant

Job Description

Job Description

As the key employee liaisons between the client and KWPM services & internal support staff, the Administrative Assistant must perform the job duties with a view toward projecting a professional and competent image: Service to the customer in a friendly and outgoing manner is essential, while timeliness and professional appearance are key. The position is fundamental to the administrative and operational functions of the Company/Property and as such requires established organizational skills, with attention to detail and solid time management, and good interpersonal skills.

Duties and Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Assist in the daily operation of the management office and administrative duties following established Company procedures and guidelines.
• Perform administrative assistant functions including but not limited to: record keeping, filing, mail collection and distribution, word processing, data entry, maintain and replenish office supplies, and other essential needs as required.
• Communicate with Unit Owner / Unit Owner Representative prior to the leasing of their unit.
• Timely manage leasing/renewal process to register residents.
• Process PandaDoc for unit owners and residents.
• Issue parking decals, access cards and barcodes for residents.
• Provide account information to Unit Owner as requested. Review account ledgers.
• Register new residents and review community rules during registration process.
• Maintain, update, type, and coordinate account information in computer database.
• Track important dates and meetings, such as turnover, annual, and budget meetings.
• Ensure that the telephone is answered properly and messages are handled courteously, accurately, and responded to in a timely manner.
• Ensure that emails are responded to within 24 hours.
• Provide and maintain: key receipts, architectural approvals, maintenance requests, sale/lease information, as well as any other forms specific to the property that may be developed.
• Special projects as instructed.

Work Environment
This position will be located indoors and in an office setting. The position also requires installing and removing decals and barcodes from residents' vehicles. As a result, this role occasionally requires stepping outside the office to perform these tasks. This is a fast-paced position that requires the ability to stay focused, manage multiple responsibilities, and remain on task throughout the workday. Successful candidates must be organized, attentive to detail, and able to prioritize tasks while maintaining accuracy and efficiency.

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

The employee is occasionally required to sit, stand, reach, lift, bend, kneel, stoop, climb, push and pull items weighing 20 pounds or less. The position requires manual dexterity; auditory and visual skills; and the ability to follow written and oral instructions and procedures.

Position Type/Expected Hours of Work
This is a full-time non-exempt (hourly) position. Days and hours of work will be determine based on the business needs of the property. This schedule may change to accommodate the business needs of the property.

Required Education and Experience

• Prior experience in a related position; a minimum of 1-year experience.
• Leasing knowledge preferred.
• Working knowledge of computer and associated programs; MS Office Suite.
• Ability to multi-task, set, and manage priorities.
• Bi-lingual English/Spanish, required
• Proficiency in Portuguese is a plus
• Excellent communication and listening skills in order to interact with a diverse and multi-culture population.
• Keyboarding ability with accuracy at 45-50 words per minute.
• Must function in team organized environment.

Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.