Office Assistant

IN-PERSON POSITION

5x a week (Monday-Friday)

9:00am-5:00pm

$20.00 per hour

We are seeking a highly organized, professional, and customer-focused Office Assistant / Tenant Services Coordinator to join our team at a large-scale apartment community in West Philadelphia. This position serves as the primary point of contact for tenants and is responsible for handling all tenant-related matters, administrative functions, office operations, leasing support, and communication between residents, management, and maintenance staff.

The ideal candidate will possess excellent communication skills, strong attention to detail, and the ability to effectively manage multiple responsibilities in a fast-paced property management environment.

Tenant Relations & Customer Service

• Serve as the primary contact for tenant inquiries, concerns, and complaints.
• Receive, document, and coordinate resolution of tenant maintenance requests.
• Follow up with tenants to ensure concerns are addressed promptly and professionally.
• Assist with tenant move-ins, move-outs, lease renewals, and general resident communication.
• Handle difficult situations and tenant disputes with professionalism and diplomacy.
• Maintain positive relationships with residents and provide exceptional customer service.

Leasing & Property Support

• Conduct apartment tours and showings for prospective tenants.
• Respond to rental inquiries via phone, email, and walk-in visits.
• Assist prospective tenants throughout the application and leasing process.
• Prepare leasing documents and maintain accurate tenant records.
• Coordinate scheduling for property inspections and appointments.

Administrative & Office Management

• Answer and direct incoming phone calls.
• Monitor and respond to emails in a timely manner.
• Maintain organized filing systems for tenant records, leases, and property documents.
• Prepare correspondence, reports, notices, and other office documentation.
• Process invoices, work orders, and other administrative paperwork.
• Coordinate schedules and appointments for management staff.

Maintenance Coordination

• Receive and log maintenance requests.
• Dispatch maintenance personnel and coordinate vendor access when required.
• Track work order completion and ensure timely resolution.
• Communicate updates and project timelines to tenants.
• Maintain records of maintenance activities and service requests.

General Office Operations

• Operate office equipment including computers, printers, scanners, and copiers.
• Assist with office inventory and supply management.
• Support management with special projects and daily operational needs.
• Ensure the leasing office remains organized, professional, and welcoming.

Required Qualifications

• Bachelor's Degree (Required)
• Valid Driver's License (Required)
• Strong administrative and clerical experience.
• Excellent verbal and written communication skills.
• Professional phone etiquette and customer service skills.
• Strong organizational and time-management abilities.
• Ability to multitask and prioritize responsibilities effectively.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Ability to work independently and as part of a team.
• Strong problem-solving skills and attention to detail.

Preferred Qualifications

• Previous experience in property management, leasing, real estate, or apartment management.
• Experience handling tenant relations and maintenance coordination.
• Familiarity with property management software and scheduling systems.
• Knowledge of Fair Housing practices and leasing procedures.
  

The successful candidate will be dependable, professional, and capable of handling a high volume of tenant interactions while maintaining excellent customer service. This position requires someone who can effectively balance administrative responsibilities with tenant support, ensuring residents receive prompt assistance and a positive living experience.

If you are organized, customer-service oriented, and thrive in a fast-paced environment, we encourage you to apply.