Position Title:  

Onsite Administrative Assistant - Apartments

Position Purpose: 

Primary responsibility for greeting guests to the Leasing Office, answering phones, and providing outstanding customer service and making a positive first impression for the Community. This individual would work in various areas of the office assisting the on-site Manager and Asst Manager in various tasks as required.   

Primary/Essential Duties & Responsibilities

  1. Greet all visitors into the Lobby.

  2. Show prospects around the property

  3. Sign leases, take payments, issue amenity key cards

  4. Upkeep of clubhouse and common areas

  5. Showing available apartments

  6. Move in/out inspections

  7. Creating, organizing & overseeing monthly or quarterly resident activities

  8. Give out applications for potential residents. 

  9. Demonstrate a knowledge of the waiting list times, property layout and events. 

  10. Make appointments for Manager and Assistant Manager

  11. Accurately input application information into the computer.

  12. Complete filing and collating of office paperwork

  13. Assist in maintaining the appearance of Lobby, Office Work Areas and occasionally Show Apartment Homes - including general cleaning such as dusting, vacuuming, and sweeping and notifying maintenance any needs. 

  14. Keep a check on supplies for office

  15. Accurately applying rent and monies throughout the month.  

  16. Assemble marketing brochures, newsletters and materials for community

  17. Assist in maintaining prospect / customer files

  18. Maintain customer database entering new and updated prospect/customer information

  19. Upkeep of files information

  20. Maintain work orders for maintenance staff – from inception to completion.

  21. Provide assistance to Manager and Assistant Manager in processing and preparing contracts for the customers’ signature as needed. 

  22. Attend and actively participate in all departmental functions (e.g., weekly meeting, training (including role playing), and computer generated classes and sales software training as scheduled. 

  23. Making post office and/or other errands.

  24. Other duties added as needed.

 Knowledge & Skill Requirements: 

  1. Minimum high school graduate or its equivalency. 

  2. Strong verbal and written communication skills. 

  3. Availability to work special events. 

Physical Demands & Work Environment

  1. This is largely a sedentary role: however, most filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.

  2. This job operates in a professional office environment. This role routinely uses standard equipment such as computers, phones, photocopiers, filing cabinets and fax machines.