Leasing Administrative Assistant

HHDC•Woodstock, IL

1d•Hybrid

About The Position

Hispanic Housing Development Corporation (HHDC) is seeking a professional, organized, and customer-focused Leasing Administrative Assistant to support the day-to-day leasing and administrative operations of the property. The Leasing Administrative Assistant works closely with the property management team and assists residents, prospective residents, vendors, and visitors. This position is ideal for someone who is organized, enjoys working with people, can manage multiple priorities, and is comfortable working in a fast-paced property management environment.

Requirements

High school diploma or GED required
Previous administrative assistant experience required
At least 1 year of customer service experience
Must have or be able to obtain required leasing certifications within the required time frame
Proficiency in Microsoft Office, including Outlook, Word, and Excel
Ability to learn property management and other computer software systems
Strong organizational and time-management skills
Ability to prioritize and manage multiple assignments
Strong attention to detail and problem-solving skills
Good basic math skills
Excellent written and verbal communication skills
Ability to work effectively with residents, coworkers, vendors, and individuals from diverse backgrounds
Must be able to remain professional and diplomatic when handling resident concerns or difficult situations
Must be willing to travel to other locations when needed

Nice To Haves

Associate degree or some college education preferred
Previous leasing, affordable housing, or property management experience is preferred
Experience with HUD, Tax Credit, or other affordable housing programs is a plus
Bilingual English/Spanish may be required depending on the needs of the property

Responsibilities

Greet residents, prospective residents, vendors, contractors, and visitors in a professional and friendly manner.
Answer incoming telephone calls, direct calls to the appropriate staff member, and take detailed messages when necessary.
Provide general administrative support to the property management team, including preparing correspondence, reports, mail, faxes, filing, and scheduling appointments.
Maintain organized resident, leasing, and property management files and records.
Maintain property waiting lists and assist with creating and updating applicant and resident files.
Assist prospective residents with the leasing and application process.
Schedule applicant interviews, complete required forms, follow up on documentation, and assist with rent calculations.
Assist with lease renewals, recertifications, move-ins, and move-outs in accordance with company policies and applicable housing program requirements.
Enter and update resident, leasing, and recertification information in property management systems.
Assist with rent collection processing and related documentation.
Show available apartments and the property to prospective residents as needed.
Assist management with property and unit inspections.
Receive, create, process, and follow up on maintenance work orders.
Maintain maintenance-related paperwork, including reports, schedules, appointments, and time-sheets.
Prepare invoices and other documentation for management review and approval.
Assist with preparing, delivering, and tracking resident and legal notices as needed.
Maintain staff calendars, appointments, and resident meetings.
Monitor office supply inventory and coordinate orders for supplies, furniture, and equipment.
Maintain property reports, logs, manuals, and other required documentation.
Follow all Fair Housing requirements and applicable federal, state, and local housing regulations.
Maintain confidentiality of resident, applicant, and company information.
Perform other duties as assigned.