Leasing Admin Coordinator Multifamily

POSITION OVERVIEW

The Leasing & Administrative Coordinator provides administrative, leasing, payroll, employee, and operational support across the company's 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.

• 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.

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

• 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.

• 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.

• 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.