Administrative Assistant

821000: Multi Family

Job Purpose

The Administrative Assistant is to assist the executives and divisions in effectively managing the leasing portfolio. In addition, the Administrative Assistant is directly responsible for providing administrative support, assisting with customer and agent needs, ordering supplies, etc. 

Conduct all business in accordance with company policies and procedures, Fair Housing, Americans with Disabilities Act, Fair Credit Reporting Act, and all other laws pertaining to apartments.

Duties and Responsibilities

• Serve as a primary point of contact for clients, agents, and staff
• Coordinate all paperwork and licenses for new agents, and for any interns
• Oversee intern work and assist with their onboarding
• Answer inquires and provide assistance on all lease and sale transactions or listings
• Order office supplies, agent business cards, and coordinate repairs for office equipment
• Process listing sign requests
• Receive, sort, and deliver mail & packages to agents. Assist with UPS mailouts.

• Review, code, and submit accounts payable invoices. Submit expense reimbursements.

• Input sale and lease listing information into the primary online database, public facing websites, and Louisiana Commercial Database (LACDB). Close out sale and lease transactions.

• Deposit Escrow checks (All offices)
• Process accounts payable for all agents on sales and leasing commission
• Process accounts payables and receivables  
• Send deposit reports to accounting
• Send marketing mailouts for agents
• General office duties: computer work, clerical duties, filing listing contracts, sale and lease documents, lease renewals, etc.
• Copy and scan documents; Email commission information to agents and clients
• Review lease renewals with agents and send reports
• Manage outstanding balances for commissions (BR, NOLA)
• Assist management with various projects as needed.
• Perform other duties as assigned.

Qualifications

• High school education or equivalent is required
• Strong knowledge of MS Office (Word, PowerPoint, Outlook, Excel) and Cloud based storage applications.
• Dependable & flexible as well as possessing the ability to maintain a high level of confidentiality.
• Proactive, initiate follow-through.
• Ability to effectively communicate both orally and in writing.
• Ability to effectively prioritize and multi-task.

Working Conditions

• Indoors (100% of the time)

Physical Requirements

• Stand and walk or sit alternatively depending on specific needs of the day. Estimate 50% of time spent on feet and 50% sitting at desk.
• Occasional need to perform the following physical activities (1% - 33% of the time):
  • Bend/Stoop/Squat/Kneel –pick up litter, filing
  • Climb Stairs
  • Push and or Pull –open and close doors, etc.
  • Reach above shoulder –retrieve supplies
• Frequent need (33% to 66% of the time) to perform standing and walking activities
• Constant need (66% to 100% of the time)
  • Writing/typing – corporate, inter-office, client communication
  • Grasping/turning – telephone, doorknob use
  • Finger dexterity – typing, operation of office equipment
• Lift/Carry (paperwork, deliveries, files, miscellaneous):
  • Constant (66%-100%) – under 10 lbs.
  • Frequent (33%-66%) – 10 – 25 lbs.
  • Occasional (1% - 33%)– 20 – 25 lbs.
  • Rare (less than 1%) – over 25 lbs. 

           Driving/Traveling Requirements

• Occasional need (1% to 33% of the time) to utilize personal transportation, make trips to the bank, run errands, and also visit other offices
• Must have valid driver's license and automobile insurance.