Position Summary
The Head Office Leasing and Administrative Coordinator supports leasing, marketing, reporting, data management, and administrative functions across the portfolio. This role works alongside the existing administrative team and coordinates with leasing staff, site teams, and management to ensure accurate reporting, timely lead follow-up, effective marketing, and organized move-in documentation.
Key Responsibilities
Leasing Support and Lead Management
- Monitor incoming leasing leads to ensure prospects are responded to promptly and professionally.
- Support the leasing team by tracking lead activity, follow-ups, showings, applications, approvals, and signed leases.
- Coordinate viewings for assigned properties by confirming site staff availability, booking appointments, and updating calendars.
- Identify missed follow-ups, response delays, or inaccurate leasing information and escalate as required.
Marketing and Advertising
- Manage rental advertisements across approved listing platforms.
- Ensure pricing, availability, suite details, photos, incentives, amenities, parking, utilities, and contact information are accurate and up to date.
- Coordinate listing updates with site teams and management when units become available, rented, repriced, or require revised content.
- Assist with tracking ad performance, lead sources, and marketing-related reporting.
Administration
- Work alongside the existing administrative team to support daily head office functions.
- Prepare and maintain reports, spreadsheets, trackers, notices, correspondence, lease documents, and administrative records.
- Manage move-in administration by ensuring signed leases, tenant insurance, utility confirmations, payment confirmations, identification, and other required documents are received and filed.
- Support special projects, process improvements, and general administrative tasks as required.
Reporting and Data Management
- Coordinate with site teams to ensure leasing, vacancy, occupancy, availability, and move-in data is accurate.
- Maintain internal trackers, leasing reports, vacancy reports, marketing reports, and other data management tools.
- Review reports for discrepancies and follow up with site teams to correct inaccurate or incomplete information.
- Assist with ensuring information in Yardi and other company systems is accurate and consistent with internal reporting.
System and Operational Support
- Use Yardi and other property management systems to support tenant records, leasing information, reporting, and move-in documentation.
- Help ensure site teams follow consistent leasing, reporting, documentation, and communication procedures.
- Communicate professionally with prospects, residents, site staff, leasing staff, vendors, and management.
Qualifications
- Previous experience in property administration, leasing administration, marketing coordination, reporting, customer service, or residential property management is preferred.
- Yardi experience is strongly preferred.
- Strong computer skills, including Microsoft Outlook, Excel, Word, Adobe Acrobat, and property management software.
- Strong attention to detail, organizational skills, and ability to manage multiple priorities.
Pay: $50,000.00-$65,000.00 per year
Work Location: In person
