Administrative Assistant - Residential (Halletts Point) - The Durst Organization Inc.

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. 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 two schedules for these positions are as follow:

 

Thursday - Monday 10am - 6pm (Regular days off are Tuesday & Wednesday)

Friday - Saturday 10am - 6pm (Regular days off are Wednesday & Thursday) 

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 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.

 

General Daily Responsibilities:

• Greet prospects and residents with a warm smile; offering beverages
• Answer Leasing and Property Management in person, phone, and email inquiries
• Check voicemails for Leasing and Resident Services in the morning and throughout the day, and promptly return calls the same day.
• Update voicemails for office closures, and update signage informing residents of closures.
• Stock Tour Folders, Water Bottles, Marketing Material as needed for prospect tours.
• Maintain a high standard of office appearance; audit office supplies.
• 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/resident lounge printer daily.
• Turn model apartment lights on and off daily; ensure models are neat and ready for tours.
• Follow up on Open/Pending/Closed service requests. Solicit resident feedback.
• Send “Ready to Sign” report weekly to leasing manager for countersignature of PMO and Leasing riders accumulated through the week.

 

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 prospects/brokers to confirm tour appointments prior to 10:00AM each morning.
• Assign leads to leasing associates before 10:00am for the day, and hourly after as leads come in through lead management; maintain agent rotation for appointments and walk-in traffic. Generate leasing reports and send to leasing team before 10:00am daily. Prepare and review daily reports with OTM’s, BOM’s, New Leases, RTS, reasons for non-renewal and accepted terms in Standardized Tracker; send pending application report to leasing team with recent comments.

• Record Brokers and Direct calls + internet inquiries+ Traffic +RV Traffic on tracker reports daily
• Review Brokers Real Estate salesperson ID card upon arrival and prior to tour to confirm valid license.
• Save signed leasing documents to the resident data file in MRI.
• If no Leasing Associate is available, assist with setting up applicants on Durst systems (e.g. 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.
• Guiding income restricted tours for Residential Compliance

 

Operations Team Support:

• Assist with occupant applications, pool, guest, amenity, pet, bicycle and storage locker agreements and amenity rental reservations; monthly audits
• Assisting and entering maintenance requests in appropriate Durst system (VTS/Durst Residential App)
• Assisting with security deposit processing (14-day turnaround) as required and at time of resident vacating or transferring including but not limited to uploading inspections in MRI, generating SODA packet with resident statement, bank back-up, images of apartment damages; sending to upper management for review and signature; contacting Security Deposit and Durst Payables team to issue refunds, coordinate with TDO mailroom for certified mail delivery. If outstanding balance exceeds security deposit on file, following up with former resident for balance, and/or submitting a claim with 3rd party guarantor, and notifying TDO collections team.
• Processing invoices for payment through workflow.
• Creating purchase orders and work orders
• Updating resident notes in MRI resident profile after in person or phone call interactions.
• Assist with reporting, renewals, operations, resident services and moving coordinator responsibilities, as required including keycard management.
• Collect and verify Hold Harmless and Certificate of Insurance requirements for movers, vendors and contractors using Origamirisk.com, as required.
• Updating elevator and amenity, distribute welcome gifts, complete resident chargebacks, schedule messenger pickups as required.
• Auditing VTS Durst Residential and Buildinglink apps for resident photo uploads as required, pet registry, and marketplace postings.

 

General Reporting Requirements:

• Demographic Report- update monthly
• Check NEW LEASE and Renewal entry in trackers and MRI daily
• Update the Rent Registrations Monthly
• Conduct monthly amenity membership audit

 

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 and positive demeanor, with the ability to multitask in a fast paced setting
• Intermediate to advanced proficiency in Microsoft Office applications, such as Word, Excel, Outlook, PowerPoint

Compensation: $60,000 - $70,000 annually

EEOC

The Durst Organization seeks to build a diverse and inclusive workplace and encourages candidates of all backgrounds to apply. We provide equal employment opportunities to all applicants without regard to race, religion, color, age, sex, national origin, sexual orientation, gender identity, genetic disposition, disability, veteran status or any other protected category under federal, state and local law. Equal Opportunity/Affirmative Action Employer: Minorities/Female/Disabled/Veteran