Administrative Assistant

Overview:

This person will work in the corporate office three days per week and will be on site floating between properties leasing one-two days per week. Additional duties are to greet prospects, professionally present the features and benefits of the property and to properly secure lease agreements from qualified persons.

Responsibilities:

The Corporate Administrator conducts all business in accordance with Gates Hudson, established policies and procedures, all Federal, State, and County Fair Housing Laws, American with Disabilities Act, and all other laws pertaining to apartments.

• Provide administrative support to the Property Manager, Leasing, and Maintenance staff.
• Develops, maintains, and updates filing system for the Property Manager and Leasing staff.
• Correctly complete all lease applications and verifications. Notify prospects of results. Type miscellaneous resident communications as needed.
• Complete all lease paperwork including related addendums, accept rents and deposits.
• Complete guest cards including any required documentation on all prospects, send thank-you notes and perform follow-up.
• Maintain a professional, yet friendly atmosphere in the leasing office and other areas where prospects and residents meet.
• Welcome and tour prospects, qualify, determine wants and needs, professionally present community and specific apartments while providing features and benefits.
• Walk rent readies and check on the status of the vacant units to ensure there is a suitable number of rent ready units and partially accessorized mini model units.
• Ensure the entire tour route to all common area, outdoor recreational facilities, landscaping, laundry room, parking areas, etc. are in perfect condition.
• Answer incoming phone calls and handle accordingly whether it is a prospect call, irate residents, service request, etc.
• Shop competition monthly and update market survey.
• Maintain awareness of local market conditions and trends. Contribute ideas to the Manager for marketing property and for improving resident satisfaction.
• Correctly complete all lease applications and verifications. Notify prospects of results. Type miscellaneous resident communications as needed.
• Retrieves information from files when directed by the Property Manager and Leasing Staff.
• Assist and support Property Manager and Leasing staff with budget preparation, monitoring report compliance.
• Schedule integrity interviews for the Property Manager.
• Attend the property staff meetings and prepare the minutes.
• Handle telephone inquiries for Property Manager regarding resident issues and requests.
• Maintain and coordinate the Property Managers calendar of scheduled events.
• Distribute property mail to the correct staff members.
• Acts as the liaison with other departments, such as the corporate office.
• Creates general correspondences, memos, charts, tables, graphs, business plans.
• Proofreads all reports for spelling, grammar, and page layout.
• Copy check requests and send to accounts payable for travel reimbursement and credit card expenses.

Qualifications:

• High school diploma or equivalent.
• 1-2 years of administrative experience is a plus.
• Excellent customer service, verbal and written communication skills.