Leasing Assistant/Front Desk Admin

Position Summary

We are seeking a highly organized, customer-focused Office Administrator & Leasing Assistant to support the day-to-day operations of a Class A multifamily community. This role serves as a key point of contact for residents, prospects, vendors, and team members while providing administrative support to the management office and assisting with leasing activities.

The ideal candidate is professional, detail-oriented, technologically proficient, and passionate about delivering an exceptional resident experience. Experience with resident engagement, social media marketing, and community event coordination is highly desirable.

This position combines front-office administration, resident relations, lease administration, and leasing support, including occasional apartment tours and prospect follow-up.

Our offices are open six days per week. At least one weekend day will be required.

Essential Responsibilities

Resident Relations & Customer Service

• Serve as a primary point of contact for current residents, responding to inquiries via phone, email, resident portal, and in person.
• Provide exceptional customer service and maintain positive resident relationships.
• Assist residents with general account questions, community policies, amenity reservations, package inquiries, and maintenance request follow-up.
• Coordinate move-in and move-out communications and ensure a seamless resident experience.
• Prepare resident correspondence, notices, and community communications.
• Assist with planning, coordinating, and executing resident events, community programming, and engagement initiatives designed to enhance the resident experience and foster a sense of community.
• Support the property's online presence by assisting with social media content creation, resident engagement campaigns, community announcements, and reputation management efforts.
• Escalate resident concerns to management as appropriate and follow up to ensure resolution.

Leasing Administration

• Process lease applications and supporting documentation.
• Assist with applicant screening, income verification, and file review.
• Prepare lease agreements, lease renewals, addenda, and move-in documentation.
• Maintain accurate digital and physical resident files in compliance with company policies and Fair Housing regulations.
• Coordinate lease execution and collect required move-in documents.
• Track lease expirations and assist with lease renewal outreach.
• Ensure all leasing and resident records are complete, organized, and up to date.

Leasing Support & Prospect Management

• Respond promptly to prospect inquiries received through phone, email, website, and internet listing services.
• Schedule apartment tours and appointments.
• Conduct apartment and amenity tours as needed.
• Follow up with prospects to encourage applications and leases.
• Maintain accurate prospect records and guest cards within property management software.
• Assist with maintaining model apartments, vacant units, and tour routes.
• Support occupancy and leasing goals through professional and responsive prospect communication.

Administrative & Office Operations

• Manage front office operations and maintain a welcoming, professional environment.
• Answer and direct incoming calls and visitors.
• Assist with invoice processing, filing, data entry, and reporting.
• Order office supplies and maintain inventory of office materials.
• Prepare reports, spreadsheets, and correspondence as requested by management.
• Coordinate with vendors and contractors regarding access, scheduling, and documentation.
• Assist with special projects and administrative initiatives as assigned.

Compliance & Property Support

• Maintain knowledge of Fair Housing regulations and company policies.
• Ensure resident and prospect information is handled confidentially and securely.
• Support management in maintaining operational standards and regulatory compliance.
• Conduct periodic inspections of common areas, amenities, model units, and tour paths, reporting issues as needed.
• Assist with additional property management functions as assigned.

Qualifications

Required Qualifications

• High school diploma or equivalent.
• Strong verbal and written communication skills.
• Excellent organizational and time-management abilities.
• Proficiency in Microsoft Office Suite, including Outlook, Word, and Excel.
• Ability to multitask and prioritize in a fast-paced environment.
• Professional appearance and customer-focused attitude.
• Ability to work occasional weekends as needed.

Preferred Qualifications

• 1+ year of experience in customer service, office administration, hospitality, leasing, property management, or a related field.
• Experience with Entrata, Yardi, RealPage, OneSite, Rent Manager, or similar property management software.
• Knowledge of Fair Housing regulations and leasing practices.
• Sales, hospitality, luxury residential, or customer service experience.
• Bilingual proficiency (English/Spanish preferred) with the ability to communicate effectively with residents, prospects, and vendors.
• Experience coordinating resident events, community engagement programs, or hospitality-related activities.
• Experience managing or contributing to social media accounts, online marketing initiatives, or reputation management efforts.
• Experience creating marketing materials, resident communications, newsletters, or promotional content is a plus.

Physical Requirements

• Ability to sit, stand, walk, and tour apartment homes throughout the community.
• Ability to occasionally climb stairs and walk the property.
• Ability to lift up to 25 pounds occasionally.

Compensation & Benefits

• Competitive pay based on experience.
• Performance-based leasing bonus opportunities.
• Medical, dental, and vision insurance.
• 401(k).
• Paid time off, sick leave, and holidays.

Equal Opportunity Employer

We are an Equal Opportunity Employer and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other protected characteristic under applicable law. All qualified applicants must be authorized to work in the United States and are subject to a background check and drug testing upon hire.

Pay: From $23.00 per hour

License/Certification:

• Driver's License (Required)

Ability to Commute:

• Bogota, NJ 07603 (Required)

Work Location: In person