Administrative Assistant - Residential

Administrative Assistant - Residential

New York, United States

Since 1915, The Durst Organization has been a family-run business dedicated to the principles of innovation, integrity, community, and sustainability. We develop, build, own, and manage premier office towers and residential buildings that set new standards in environmental responsibility and user efficiency. Our enduring relationships with our tenants and partners are critical to our success and have made us generations of builders, building for generations. We build, own, and operate many of the world's most innovative and efficient buildings. We create value for our tenants and partners by developing sustainable residential and commercial properties in which people live, work, and thrive.

Overview

Provide administrative support services for leasing and operations at the multi-property site. This position will interact with a diverse group of prospects, applicants, and residents to facilitate their specific needs or to successfully direct them to the correct internal contact. Sound judgment is required in order to plan, prioritize, and organize a varied workload to ensure the delivery of high-value support and related services.

Responsibilities

• Organize, prepare, and distribute internal and external communications and documents, ensuring accuracy and confidentiality.
• Serve as a primary point of contact for incoming calls, correspondence, walk-ins, and resident interactions; maintain detailed resident notes in MRI for phone and in-person communications.
• Act as a shared administrative assistant across Leasing and Property Management teams, adjusting priorities to meet operational needs and providing coverage during peak periods or absences.
• Support cross-departmental coordination with Leasing, Property Management, Legal, Accounting, and Operations.
• Perform routine administrative tasks independently, assist with special projects as assigned, and carry out additional clerical duties to support overall property operations.
• Adhere to company policies, confidentiality standards, and fair housing compliance requirements.
• Serve as a resource, advocate, and catalyst for sustainability at The Durst Organization. Apply the skills unique to your core job responsibilities for practical integration of sustainability into processes, standard operating procedures, and adopted business practices. Seek to empower our colleagues, consultants, tenants and residents to prioritize and actively engage in environmental stewardship.

General Office and Administrative Front Desk Support

• Serve as the first point of contact for residents, prospects, brokers, and visitors; maintain a professional, welcoming front-desk presence.
• Answer, screen, and route incoming calls and voicemails for leasing and property management offices; ensure timely follow-up of phone calls, voicemails, and emails.
• Maintain overall office organization and appearance, including conference rooms, shared spaces, and kitchen/pantry areas. Marketing screens, music, tablets, radios, and laptops are active at start of the day.
• Order, track, and replenish office supplies; conduct regular office supply audits including coffee and tea in the welcome area.
• Coordinate messenger and courier pickups and deliveries.
• Assemble and stock leasing and tour materials (guest cards, floor plans, marketing folders, etc)

Leasing Support

• Support leasing operations by creating guest cards, confirming tours, scheduling appointments, and maintaining agent rotation schedules.
• Perform first contact outreach to prospects via phone, email, and text, including tour confirmations and follow-ups.
• Enter and manage prospects (including brokers) and leads in the Lead Management system (LM); assign, track, and audit lead activity daily.
• Generate and distribute daily and weekly leasing reports (OTMs, BOMs, new leases, non-renewals, ready-to-sign, lead audits).
• Maintain leasing trackers, including tour logs, marketing source trackers, 10/20/30 trackers, and standardized reporting tools.
• Assist leasing team with lease applications including reviewing documentation, scanning, uploading, and payment processing support when needed; create e-sign renewals and send to residents
• Support leasing systems (e.g., ClickPay setup for applicants when Leasing Associates are unavailable) and review various marketing platforms to ensure current market pricing and apartment availability are visible to prospects.

Property Management Support

• Serve as administrative support for Property Management team; respond to resident inquiries, billing questions, and service requests.
• Enter, track, and follow up on maintenance requests, operational tasks, and resident communications in MRI, BuildingLink, Durst Residential App (including App Support tickets) and related systems; update marketing screens on Exterity and Mosaic programs.
• Manage resident records, documentation, notes, and credentials including keycards and system access across building platforms; Setting up new or removing former residents from MRI, Durst App or Buildinglink, Genetec Security Desk, Amazon Hub, Con Edison, Emsys, and other workflow systems.
• Assist with amenity, storage, bike, and pet registrations, agreements, reservations, audits, and related chargebacks.
• Support compliance and financial administration including renter's insurance tracking, utility and resident reports, invoices, purchase/work orders, COIs, and aged delinquency outreach.
• Generate operational, resident, and service activity reports; update trackers and follow up on open and closed work orders.
• Assist with Statements of Deposit (SODA), guarantor outreach for outstanding claims, move-out documentation, and escalations involving lease violations or resident issues as directed.
• Provide cross-functional administrative support across leasing, renewals, resident services, and move-in coordination as needed.
• Assisting with statement of deposit accounts via MRI software (uploading move out inspections/SODA packets to MRI SODA page, printing statements, requesting bank back-ups, sending to upper management for signature, updating SODA report, following up with collections or Guarantor's for outstanding balances).

General Reporting Requirements

• Accurately enter, update, and maintain data across multiple platforms including MRI, BuildingLink, VTS, LM, ClickPay, Origami, and related systems.
• Save, organize, and retrieve electronic and hard-copy files in accordance with company standards in MRI and SharePoint as needed.
• Generate recurring operational, leasing, and resident service reports on daily, weekly, and monthly schedules.
• Maintain trackers and logs to ensure visibility across leasing and property management activities.

Qualifications

• College degree, and experience or knowledge of NYC residential property management and leasing strongly preferred.
• Minimum of 35 years of administrative experience, preferably in real estate, property management, or a related environment.
• Strong ability to interact professionally and effectively with a diverse range of residents, prospects, vendors, and senior executive team.
• Demonstrated ability to work independently while contributing effectively within a team-based, fast-paced environment.
• High level of attention to detail with strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Maintains a professional demeanor with sound judgment and discretion when handling confidential information.
• Intermediate proficiency in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint; ability to learn property management systems quickly.

Salary Range: $60,000 - $75,000 ($28.85/hour - $36.06/hour)

Equal Opportunity Employer and Affirmative Action Employer for Protected Veterans and Individuals with Disabilities.