We are seeking a detail-oriented and proactive Leasing Admin Coordinator to join our dynamic leasing department. This role is crucial in supporting the leasing team by managing administrative tasks, coordinating property leasing activities, and ensuring efficient operations across various platforms and services.
Expectations
- Communicates clearly & professionally. Willing to help others. Maintains composure in challenging situations.
- Works well with moderate supervision. Follows through and completes tasks given.
- Takes accountability. Checks work for quality. Acts in accordance with company mission and values.
- Contributes a positive internal and external customer experience.
- Availability for occasional after hours phone support.
Key Responsibilities:
Department and Property Coordination
- Serve as the primary point of contact for all leasing department inquiries and requests.
- Facilitate communication and ensure timely responses to department requests.
- Manage setup, order, and ensure completion of all items for new properties.
Marketing and Systems Management
- Coordinate with the marketing team to request and order all necessary materials for marketing phases.
- Submit and track tickets for marketing materials and confirm delivery with on-site staff.
- Create and monitor social media posts for property marketing.
- Facilitate setup of new property phone lines.
Financial Responsibilities
- Reconcile leasing department credit card transactions on a monthly basis.
- Handle payments for marketing and advertising.
- Research, coordinate and purchase materials for properties and personnel.
Communication and Reporting
- Prepare and distribute weekly reports.
- Compile agendas and notes on calls.
- Manage email communications and fulfill requests from lead referral agencies.
Technology and Integration
- Import and integrate data into Customer Relationship Management (CRM) tools for property accounts.
- Set up and maintain property accounts on online platforms.
Account and Supply Management
- Set up and monitor supply accounts.
- Order property supplies and confirm their delivery.
Travel and Event Coordination
- Book and schedule travel arrangements for leasing team members.
- Support planning for property events.
Additional Administrative Support
- Assist with resident services, certifications, licenses, move-in/out procedures, and lease renewals.
- Manage account setup and termination processes.
- Order gift cards, staging materials, and employee supplies as requested.
- Review and process lodging cost requests.
- Create and maintain necessary reports and spreadsheets.
Qualifications:
- Proven experience as a leasing administrator or in a similar administrative role, preferably in the real estate or property management industry.
- Strong organizational skills with the ability to multitask and prioritize effectively.
- Excellent communication and interpersonal skills.
- Proficiency in MS Office suite (Word, Excel, Outlook) and familiarity with property management software (e.g., HubSpot, Apartments.com).
- Detail-oriented and capable of maintaining accurate records.
- Ability to work independently and collaboratively within a team environment.
- High school diploma or equivalent required; additional education or certifications in administration or real estate is a plus.
Note: This job description is intended to convey information essential to understanding the scope of the position and is not exhaustive. Duties may be altered or added at any time based on the needs of the organization and the skills of the incumbent.
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