Job Summary
We are seeking a professional and organized Administrative Secretary for our apartment buildings around Pitt and CMU to manage daily office operations, provide excellent customer service to residents and prospective tenants, and assist with leasing activities, including showing available apartments. This role combines administrative support with front-line leasing, property inspection, and maintenance coordination responsibilities to ensure smooth property operations, high occupancy rates, and maintained property standards.
Key Responsibilities
- Greet visitors, answer phone calls, and respond to inquiries from current residents and prospective tenants in a friendly and professional manner.
- Schedule and conduct tours of available apartments, highlighting features, amenities, and community benefits to prospective renters.
- Assist with the leasing process, including distributing and collecting rental applications, explaining lease terms, and preparing basic leasing paperwork.
- Perform regular inspections of vacant apartments, common areas, and the overall property to assess condition, cleanliness, and maintenance needs.
- Document inspection findings (e.g., via checklists, photos, or reports) and provide detailed feedback to property management on any issues, repairs required, or improvements needed.
- Receive, log, and assign maintenance requests from residents to the appropriate maintenance staff or vendors, ensuring timely follow-up and resolution.
- Track the status of maintenance work orders and communicate updates to residents as needed.
- Perform administrative duties such as filing, data entry, maintaining resident records, processing mail, and managing office supplies.
- Handle resident requests and complaints, coordinating with maintenance staff or property management as needed.
- Collect rent payments, issue receipts, and follow up on late payments (in coordination with management).
- Prepare and distribute correspondence, notices, and reports related to building operations.
- Maintain model apartments and common areas in show-ready condition.
- Ensure compliance with fair housing laws and property policies during all interactions.
- Assist with marketing efforts, such as updating online listings or preparing promotional materials.
- Perform other clerical and administrative tasks as assigned by the property manager.
Qualifications and Requirements
- High school diploma or equivalent; associate's degree in business administration or related field preferred.
- 1-2 years of experience in administrative support, customer service, or property management/leasing (experience in apartments or real estate is a plus).
- Excellent communication and interpersonal skills, with a positive and professional demeanor.
- Strong organizational skills, attention to detail, and ability to document observations and track tasks accurately.
- Proficiency in Microsoft Office (Word, Excel, Outlook) and basic property management software (experience with work order systems is a plus).
- Ability to multitask in a fast-paced environment and work independently.
- Availability to work flexible hours, including some weekends for apartment showings.
- Knowledge of fair housing regulations is preferred.
- Valid driver's license and reliable transportation (required for property tours).
Physical Requirements
- Ability to walk the property extensively, climb stairs, and conduct apartment tours and inspections frequently.
- Occasional lifting of office supplies or marketing materials (up to 20 lbs).
This is a full-time position offering a supportive work environment in property management. Competitive salary and benefits available based on experience. If you're outgoing, detail-oriented, observant, and enjoy helping people find their new home while maintaining property standards and coordinating maintenance, we'd love to hear from you!
Pay: $22.72 - $26.00 per hour
Expected hours: 40.0 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
Work Location: In person
