Administrative Assistant & Leasing Agent

BALDWIN REAL ESTATE CORP•Town of Henrietta, NY

2h•Onsite

About The Position

Half time In corporate office half time at Daniel’s Creek and Larkin Creek apartment communities Primary Purpose: The Administrative Assistant & Leasing Agent will provide comprehensive organizational support to the DiMarco Group of Companies, working half-time at the Baldwin Corporate Office and half-time at the Daniels Creek and Larkin Creek properties. This role combines administrative tasks with leasing agent responsibilities to ensure efficient operations and outstanding customer service.

Requirements

Associate’s Degree is preferred along with three to five years of experience in administrative support and or Leasing Agent roles.
Experience with analysis and administrative functions is highly desired.
Strong decision-making and judgment skills.
High level of professionalism and ability to develop strong relationships within a team environment.
Excellent organizational skills with the capacity to prioritize multiple tasks effectively.
Strong customer service and communication skills, both written and verbal.
Proficiency in Microsoft Office, spreadsheets, databases, and word processing tools.

Responsibilities

Assist with preparing correspondence and reports as requested by functional departments.
Maintain an organized filing system and retrieve information as needed; prepare files for logging into the file inventory system.
Ensure cleanliness and upkeep of common areas, including the kitchen and conference rooms.
Provide snacks for the reception area and executive conference room.
Keep copiers and printers stocked with paper daily.
Input and manage company contacts, photos, and calendar items.
Draft written responses or replies by phone or email as required
Sort and distribute company mail and ensure timely pickups from various departments.
Maintain inventory of supplies and order as necessary.
Track charitable contributions and sponsorships; process related documentation.
Plan and execute special events as requested by owners and senior management.
Provide coverage for the reception desk as scheduled.
Assist with special projects as assigned by supervisors.
Support the Community Manager with leasing, administrative, and operational tasks.
Facilitate a consistent customer experience on-site and contribute to quality operations.
Assist with incoming leasing inquiries, including answering calls and showing apartments.
Process lease applications, conduct credit checks, employment verifications, and background checks
Track leasing information and input data into the software reporting system.
Prepare lease and move-in packets, and schedule lease signings as necessary.
Ensure utility services are transferred for new residents by following up with utility companies.
Assist with move-ins, move-outs, and property inspections as required.
Receive and post rental payments, and prepare bank deposits accurately.
Maintain and deliver delinquency reports and late notices in a timely manner.
Take and follow up on resident work orders, tracking and logging completed tasks.
Assist in processing invoices when necessary, including documentation and filing.
Prepare lease renewals for distribution and follow up with residents regarding lease end dates.
Coordinate community social events and assist in the execution of activities.
Conduct market surveys and contribute to community engagement efforts.