Administrative Assistant - Residential (Halletts Point)

Durst Profile

For over 100 years, The Durst Organization has been a family-run business dedicated to the principles of innovation, integrity, community, and sustainability. We develop, build, own, and manage premier office towers and residential buildings that set new standards in environmental responsibility and user efficiency. Our enduring relationships with our tenants and partners are critical to our success and have made us generations of builders, building for generations.

Overview

Provide administrative support services for leasing and operations at the multi-property site. This position will interact with a diverse group of prospects, applicants, and residents to facilitate their specific needs or to successfully direct them to the correct internal contact. Sound judgment is required in order to plan, prioritize, and organize a varied workload to ensure the delivery of high-value support and related services.

 

The schedule for this position is as follows:

• Friday - Tuesday 10am - 6pm (regular days off are Wednesday & Thursday)

*Please note, the above-mentioned schedule is subject to change depending on business needs* 

 

 

Responsibilities

Essential Duties and Responsibilities:

• Prioritize, organize, prepare and distribute internal/external documents and ensure accuracy thereof
• Field incoming calls and correspondence
• Assist with special projects as directed
• Maintain discretion in the handling of confidential information
• Carry out routine tasks with little supervision
• Act as liaison with other departments and internal business units
• Maintain resident call notes
• Perform other general duties as defined by the assigned department
• Serve as a resource, advocate, and catalyst for sustainability at The Durst Organization. Apply the skills unique to your core job responsibilities for practical integration of sustainability into processes, standard operating procedures, and adopted business practices. Seek to empower our colleagues, consultants, tenants and residents to prioritize and actively engage in environmental stewardship.

 

General Daily Responsibilities:

 

• Greet prospects and residents with a warm smile; offering beverages
• Answer phones (Phone tree option #1 New Leasing Inquiries)
• Check reception voicemail and promptly return calls the same day
• Stock Tour Folders, Water Bottles, Marketing Material as needed
• Maintain a high standard of office appearance
• Clear conference rooms between appointments
• Load dishwasher at the end of the day and unload upon opening the office. Maintain kitchen appearance.
• Check paper stock and toner in library printer daily
• Turn model lights on and off daily

 

 

Leasing Team Support:

• Schedule Appointments; Same day response to all internet inquiries and online appointments
• Call all appointments to confirm appointments prior to 10 AM each morning
• Maintain Agent Rotation for appointments and walk-in traffic
• Record Brokers and Direct calls + internet inquiries+ Traffic +RV Traffic on tracker reports daily
• Save signed leasing documents to the resident data file
• If no Leasing Associate is available, assist with setting up applicants on Durst systems (MRI)
• Prepare and review the end of day leasing traffic, source and pending/closed deals report.
• Create e-sign renewals and send to residents
• Update various marketing platforms to reflect current market pricing and apartment availability.

 

Operations Team Support:

• Assist with amenity/bike/storage agreement/amenity rental reservations and audits thereof; complete chargebacks for lockouts and pool fees.
• Enter operation related request in appropriate Durst system (e.g. Rise Buildings, OrigamiRisk, Buildinglink.com, Moved.com, JackJaffa, etc.)
• Assist with updating marketing and elevator screens on Exterity and Mosaic programs
• Setting up new or removing former residents from MRI, Durst App or Buildinglink, Genetec Security Desk, Amazon Hub, Con Edison, Emsys, and other workflow systems.
• Assisting with statement of deposit accounts via MRI software (uploading move out inspections/SODA packets to MRI SODA page, printing statements, requesting bank back-ups, sending to upper management for signature, updating SODA report, following up with collections or Guarantor’s for outstanding balances)
• Assist in issuing lease violations, or escalating nuisances to legal department
• Process invoices in workflow; Creating purchase and work orders
• Updating resident call notes in MRI resident notes daily
• Assist with aged delinquency calls
• Assist with reporting, renewals, operations, resident services and move in coordinator responsibilities, as required
• Follow up on Open/Pending/Closed service request. Solicit resident feedback. Close work orders from day prior on building portal.
• Collect and verify Hold Harmless and Certificate of Insurance requirements for movers, vendors and contractors

 

General Reporting Requirements:

• Demographic Report- update monthly
• Check NEW LEASE and Renewal entry in trackers and MRI daily
• Create monthly Lease Expiration Reports for the properties
• Update the Rent Registrations Monthly
• Print Doc to Sign form weekly (from DMS) and track all documents ready to be countersigned. Once they are countersigned, save them to the RDF.

Qualifications

Areas of Knowledge, Skills and Abilities:

• College graduate and knowledge of NYC residential real estate preferred
• 3-5 years of administrative experience preferred
• Ability to interact effectively with diverse groups
• Ability to work independently and in team settings
• Possess a high level of attention to detail
• Effective oral and written communication.
• Maintains a professional demeanor
• Intermediate to advanced proficiency in Microsoft Office applications, such as Word, Excel, Outlook, PowerPoint

 

Compensation: $60,000 - $75,000 annually

EEOC

Equal Opportunity Employer and Affirmative Action Employer for Protected Veterans and Individuals with Disabilities.