Administrative Assistant
Provide administrative support services for leasing and operations at the property level. 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
Essential Duties and Responsibilities:
Prioritize, organize, prepare and distribute internal/external documents and ensure accuracy thereof
Field incoming calls and correspondence
Assist with special projects as directed
Maintain discretion in the handling of confidential information
Carry out routine tasks with little supervision
Act as liaison with other departments and internal business units
Maintain resident call logs
Perform other general duties as defined by the assigned department
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.
Administrative Front Desk Activities:
General Daily Responsibilities:
Greet prospects and residents with a warm smile; offering beverages
Answer Phones (Phone tree option #1 New Leasing Inquiries)
Check reception voicemail and promptly return calls the same day
Stock Tour Folders, Water Bottles, Marketing Material as needed
Maintain a high standard of office appearance
Clear conference rooms between appointments
Load dishwasher at the end of the day and unload upon opening the office. Maintain kitchen appearance.
Check paper stock and toner in library printer daily
Turn model lights on and off daily
Follow up on Open/Pending/Closed service request. Solicit resident feedback.
Leasing Team Support:
Schedule Appointments in the following format in the shared leasing calendar: Building / Broker (full name/company)/Client (full name)Apt Size/Budget/Requested Move In Date/Marketing source/Phone number/Email
Call all appointments to confirm appointments prior to 10 AM each morning
Maintain Agent Rotation for appointments and walk-in traffic
Record Brokers and Direct calls + internet inquiries+ Traffic +RV Traffic on tracker reports daily
Save signed leasing documents to the resident data file
If no Leasing Associate is available, assist with setting up applicants on Durst systems (e.g. On-site, and Clickpay�)
Same day response to all internet inquiries and online appointments
Prepare and review the end of day leasing traffic, source and pending/closed deals report.
Create e-sign renewals and send to residents
Update various marketing platforms to reflect current market pricing and apartment availability.
Operations Team Support:
Assist with amenity/bike/storage agreement/amenity rental reservations and audits thereof
Enter operation related request in appropriate Durst system (e.g. BuildingLink� and Alice�)
Assisting with SODAs (uploading inspections/SODA packets to RDF, printing statements, requesting bank back-ups, sending to upper management for signature, updating SODA report, prepping for certified mail delivery)
Invoice coding preparation
Creating purchase and work orders
Updating resident call log on weekends
Assist with distributing late letters
Assist with reporting, renewals, operations, resident services and moving coordinator responsibilities, as required
Collect and verify Hold Harmless and Certificate of Insurance requirements for movers, vendors and contractors
General Reporting Requirements:
On-Site Data Report- update weekly trackers
Demographic Report- update monthly
Check NEW LEASE and Renewal entry in trackers and MRI daily
Create monthly Lease Expiration Reports for the properties
Update the Rent Registrations Monthly
Print Doc to Sign form weekly (from DMS) and track all documents ready to be countersigned. Once they are countersigned, save them to the RDF.
Qualifications
College graduate and knowledge of NYC residential real estate preferred
3-5 years of administrative experience preferred
Ability to interact effectively with diverse groups
Ability to work independently and in team settings
Possess a high level of attention to detail
Effective oral and written communication.
Maintains a professional demeanor
Intermediate to advanced proficiency in Microsoft Office applications, such as Word, Excel, Outlook, PowerPoint
Provide administrative support services for leasing and operations at the property level. 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
Essential Duties and Responsibilities:
Prioritize, organize, prepare and distribute internal/external documents and ensure accuracy thereof
Field incoming calls and correspondence
Assist with special projects as directed
Maintain discretion in the handling of confidential information
Carry out routine tasks with little supervision
Act as liaison with other departments and internal business units
Maintain resident call logs
Perform other general duties as defined by the assigned department
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.
Administrative Front Desk Activities:
General Daily Responsibilities:
Greet prospects and residents with a warm smile; offering beverages
Answer Phones (Phone tree option #1 New Leasing Inquiries)
Check reception voicemail and promptly return calls the same day
Stock Tour Folders, Water Bottles, Marketing Material as needed
Maintain a high standard of office appearance
Clear conference rooms between appointments
Load dishwasher at the end of the day and unload upon opening the office. Maintain kitchen appearance.
Check paper stock and toner in library printer daily
Turn model lights on and off daily
Follow up on Open/Pending/Closed service request. Solicit resident feedback.
Leasing Team Support:
Schedule Appointments in the following format in the shared leasing calendar: Building / Broker (full name/company)/Client (full name)Apt Size/Budget/Requested Move In Date/Marketing source/Phone number/Email
Call all appointments to confirm appointments prior to 10 AM each morning
Maintain Agent Rotation for appointments and walk-in traffic
Record Brokers and Direct calls + internet inquiries+ Traffic +RV Traffic on tracker reports daily
Save signed leasing documents to the resident data file
If no Leasing Associate is available, assist with setting up applicants on Durst systems (e.g. On-site, and Clickpay�)
Same day response to all internet inquiries and online appointments
Prepare and review the end of day leasing traffic, source and pending/closed deals report.
Create e-sign renewals and send to residents
Update various marketing platforms to reflect current market pricing and apartment availability.
Operations Team Support:
Assist with amenity/bike/storage agreement/amenity rental reservations and audits thereof
Enter operation related request in appropriate Durst system (e.g. BuildingLink� and Alice�)
Assisting with SODAs (uploading inspections/SODA packets to RDF, printing statements, requesting bank back-ups, sending to upper management for signature, updating SODA report, prepping for certified mail delivery)
Invoice coding preparation
Creating purchase and work orders
Updating resident call log on weekends
Assist with distributing late letters
Assist with reporting, renewals, operations, resident services and moving coordinator responsibilities, as required
Collect and verify Hold Harmless and Certificate of Insurance requirements for movers, vendors and contractors
General Reporting Requirements:
On-Site Data Report- update weekly trackers
Demographic Report- update monthly
Check NEW LEASE and Renewal entry in trackers and MRI daily
Create monthly Lease Expiration Reports for the properties
Update the Rent Registrations Monthly
Print Doc to Sign form weekly (from DMS) and track all documents ready to be countersigned. Once they are countersigned, save them to the RDF.
Qualifications
College graduate and knowledge of NYC residential real estate preferred
3-5 years of administrative experience preferred
Ability to interact effectively with diverse groups
Ability to work independently and in team settings
Possess a high level of attention to detail
Effective oral and written communication.
Maintains a professional demeanor
Intermediate to advanced proficiency in Microsoft Office applications, such as Word, Excel, Outlook, PowerPoint