Leasing Admin Coordinator Multifamily

POSITION OVERVIEW

The Leasing & Administrative Coordinator provides administrative leasing payroll employee and operational support across the companys multifamily apartment portfolio.

Reporting to Operations this position serves as a central point of coordination between corporate operations Property Managers site employees payroll residents applicants and other departments.

The position supports multiple properties and is responsible for assisting with leasing activities payroll administration employee documentation property communications recordkeeping reporting and day-to-day administrative functions. This position requires a high level of organization accuracy confidentiality professionalism and follow-through.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Multi-Property Operations Support

Provide administrative and operational support to all assigned multifamily properties.

Serve as a central administrative contact between Operations Property Managers site employees payroll and other departments.

Communicate regularly with Property Managers and employees regarding operational and administrative matters.

Assist Operations with obtaining required information reports documents and updates from individual properties.

Track outstanding requests and follow up with property teams to ensure timely completion.

Assist with maintaining consistent administrative processes and procedures across properties.

Prepare reports spreadsheets correspondence notices and other operational documents.

Assist with company meetings property visits training special projects and other operational initiatives.

Travel between company properties as needed to provide administrative or leasing support.

Payroll & Timekeeping Administration

Assist with payroll administration for employees across multiple properties.

Collect review and enter payroll and timekeeping information.

Review time cards for completeness and identify missing punches discrepancies or other items requiring correction or management review.

Communicate payroll deadlines and outstanding payroll items to Property Managers and employees.

Enter approved employee and payroll changes as authorized.

Assist with tracking PTO vacation sick leave and other approved time-off information.

Maintain accurate payroll documentation and records.

Prepare routine payroll and labor reports for Operations and management.

Maintain confidentiality of compensation payroll banking tax and other sensitive employee information.

Escalate payroll discrepancies or matters requiring approval to Operations or the appropriate authorized manager.

Immediately escalate employee-relations complaints accommodation requests leave requests wage concerns harassment or discrimination complaints or other sensitive employment matters to authorized management or HR personnel.

Leasing & Prospective Resident Support

Greet and assist prospective residents professionally.

Respond to telephone email online and in-person leasing inquiries.

Provide information regarding apartment availability rental rates amenities community policies and application requirements.

Conduct apartment and community tours.

Assist applicants with rental applications and required documentation.

Process or coordinate applicant screening according to established company procedures and applicable Fair Housing requirements.

Maintain accurate prospect application and leasing records.

Assist with preparation and processing of lease documentation.

Explain established lease terms rental payment procedures fees policies and move-in requirements.

Coordinate move-in documentation with residents and property management.

Provide professional resident service and route matters requiring management authorization to the appropriate Property Manager.

Property Manager & Management Support

Work closely with Property Managers to support administrative and operational requirements at each community.

Assist Property Managers with payroll documentation employee records leasing information reporting and administrative needs.

Communicate deadlines and obtain required information from individual properties.

Provide Operations with updates regarding incomplete documentation payroll issues employee administrative matters leasing activity and other operational concerns.

Assist management with special projects property transitions acquisitions audits openings and operational initiatives as assigned.

Documentation & Reporting

Maintain accurate records related to employees payroll leasing residents applicants and property operations.

Enter information accurately into property management payroll HRIS CRM and other company systems.

Prepare routine operational payroll employee and leasing reports.

Review documents for accuracy and completeness.

Maintain confidentiality of company employee applicant resident payroll and financial information.

Follow company record-retention and information-security procedures.

SUPERVISORY RESPONSIBILITIES

None. The Leasing & Administrative Coordinator may coordinate information communicate deadlines request documentation and provide administrative direction regarding established company procedures but does not independently hire terminate discipline establish compensation or make other employment decisions.

QUALIFICATIONS

High school diploma or equivalent required.

Two or more years of multifamily leasing property management payroll administrative HR or related experience preferred.

Multifamily property management experience strongly preferred.

Experience supporting multiple properties or business locations preferred.

Experience with payroll timekeeping property management HRIS and CRM systems preferred.

Working knowledge of Microsoft Outlook Word and Excel.

Knowledge of Fair Housing requirements applicable to multifamily leasing preferred.

Strong organizational communication customer-service and data-entry skills.

Ability to maintain confidential employee payroll applicant and resident information.

Ability to manage multiple deadlines and priorities.

Ability to interact professionally with employees residents applicants Property Managers and senior management.

PHYSICAL REQUIREMENTS

The employee must be able to perform the essential functions of the position with or without reasonable accommodation. The position regularly requires sitting standing walking communicating using a computer and telephone and performing routine office activities.

The employee may occasionally be required to bend stoop kneel reach and lift or move materials weighing up to approximately 10 pounds. The position may require walking apartment communities touring apartment homes and common areas and traveling between company properties.

WORK ENVIRONMENT

This position primarily operates in a professional office and multifamily property environment and may require regular interaction with employees residents applicants vendors Property Managers and corporate management. Travel between company properties and attendance at company meetings may be required.

BENEFITS

Associates who are regularly scheduled for and work 30 hours or more per week are eligible for company-sponsored benefits on the first day of the month following completion of 30 continuous days of employment. Regular full-time associates are eligible to accrue paid time off (PTO) and holiday pay subject to the terms of applicable company plans and policies.

EQUAL EMPLOYMENT OPPORTUNITY

The Company provides equal employment opportunities to qualified applicants and employees and prohibits unlawful discrimination or harassment based on any characteristic protected by applicable federal state or local law. Reasonable accommodations will be considered for qualified individuals with disabilities in accordance with applicable law.

CORPORATE INTEGRITY

All employees are expected to conduct themselves professionally and ethically treat others with dignity and respect maintain appropriate confidentiality support company and community objectives and comply with company policies and procedures. Employees are expected to promptly report workplace concerns through the appropriate company reporting channels and cooperate with company investigations and compliance requirements.

DISCLAIMER

This job description is intended to describe the general nature and essential functions of the position. It is not intended to be an exhaustive list of every responsibility duty skill or working condition associated with the position. Duties and responsibilities may be modified based on legitimate business needs consistent with applicable law.