Administrative Assistant - Residential - The Durst Organization : Job Details

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 property level (Via 57West). 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.

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 logs
• 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.

Administrative Front Desk Activities:

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
• Follow up on Open/Pending/Closed service request. Solicit resident feedback.

Leasing Team Support:

• Schedule Appointments in the following format in the shared leasing calendar: Building / Broker (full name/company)/Client (full name)Apt Size/Budget/Requested Move In Date/Marketing source/Phone number/Email
• 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 (e.g. On-site, and Clickpay)
• Same day response to all internet inquiries and online appointments
• 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
• Enter operation related request in appropriate Durst system (e.g. BuildingLink and Alice)
• Assisting with SODAs (uploading inspections/SODA packets to RDF, printing statements, requesting bank back-ups, sending to upper management for signature, updating SODA report, prepping for certified mail delivery)
• Invoice coding preparation
• Creating purchase and work orders
• Updating resident call log on weekends
• Assist with distributing late letters
• Assist with reporting, renewals, operations, resident services and moving coordinator responsibilities, as required
• Collect and verify Hold Harmless and Certificate of Insurance requirements for movers, vendors and contractors

General Reporting Requirements:

• On-Site Data Report- update weekly trackers
• 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.

Compensation: $60,000 - $70,000

• 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