The Durst Organization
Administrative Assistant - Residential
The Durst Organization, New York, New York, us, 10261
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.Responsibilities:Essential Duties and Responsibilities:Prioritize, organize, prepare and distribute internal/external documents and ensure accuracy thereofField incoming calls and correspondenceAssist with special projects as directedMaintain discretion in the handling of confidential informationCarry out routine tasks with little supervisionAct as liaison with other departments and internal business unitsMaintain resident call logsPerform other general duties as defined by the assigned departmentServe 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 beveragesAnswer Phones (Phone tree option #1 New Leasing Inquiries)Check reception voicemail and promptly return calls the same dayStock Tour Folders, Water Bottles, Marketing Material as neededMaintain a high standard of office appearanceClear conference rooms between appointmentsLoad dishwasher at the end of the day and unload upon opening the office. Maintain kitchen appearance.Check paper stock and toner in library printer dailyTurn model lights on and off dailyFollow 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/EmailCall all appointments to confirm appointments prior to 10 AM each morningMaintain Agent Rotation for appointments and walk-in trafficRecord Brokers and Direct calls + internet inquiries+ Traffic +RV Traffic on tracker reports dailySave signed leasing documents to the resident data fileIf 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 appointmentsPrepare and review the end of day leasing traffic, source and pending/closed deals report.Create e-sign renewals and send to residentsUpdate 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 thereofEnter 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 preparationCreating purchase and work ordersUpdating resident call log on weekendsAssist with distributing late lettersAssist with reporting, renewals, operations, resident services and moving coordinator responsibilities, as requiredCollect and verify Hold Harmless and Certificate of Insurance requirements for movers, vendors and contractorsGeneral Reporting Requirements:On-Site Data Report- update weekly trackersDemographic Report- update monthlyCheck NEW LEASE and Renewal entry in trackers and MRI dailyCreate monthly Lease Expiration Reports for the propertiesUpdate the Rent Registrations MonthlyPrint 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 - $70,000Qualifications:College graduate and knowledge of NYC residential real estate preferred3-5 years of administrative experience preferredAbility to interact effectively with diverse groupsAbility to work independently and in team settingsPossess a high level of attention to detailEffective oral and written communication.Maintains a professional demeanorIntermediate to advanced proficiency in Microsoft Office applications, such as Word, Excel, Outlook, PowerPoint
EEOC:Equal Opportunity/Affirmative Action Employer: Minorities/Female/Disabled/Veteran
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.Responsibilities:Essential Duties and Responsibilities:Prioritize, organize, prepare and distribute internal/external documents and ensure accuracy thereofField incoming calls and correspondenceAssist with special projects as directedMaintain discretion in the handling of confidential informationCarry out routine tasks with little supervisionAct as liaison with other departments and internal business unitsMaintain resident call logsPerform other general duties as defined by the assigned departmentServe 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 beveragesAnswer Phones (Phone tree option #1 New Leasing Inquiries)Check reception voicemail and promptly return calls the same dayStock Tour Folders, Water Bottles, Marketing Material as neededMaintain a high standard of office appearanceClear conference rooms between appointmentsLoad dishwasher at the end of the day and unload upon opening the office. Maintain kitchen appearance.Check paper stock and toner in library printer dailyTurn model lights on and off dailyFollow 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/EmailCall all appointments to confirm appointments prior to 10 AM each morningMaintain Agent Rotation for appointments and walk-in trafficRecord Brokers and Direct calls + internet inquiries+ Traffic +RV Traffic on tracker reports dailySave signed leasing documents to the resident data fileIf 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 appointmentsPrepare and review the end of day leasing traffic, source and pending/closed deals report.Create e-sign renewals and send to residentsUpdate 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 thereofEnter 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 preparationCreating purchase and work ordersUpdating resident call log on weekendsAssist with distributing late lettersAssist with reporting, renewals, operations, resident services and moving coordinator responsibilities, as requiredCollect and verify Hold Harmless and Certificate of Insurance requirements for movers, vendors and contractorsGeneral Reporting Requirements:On-Site Data Report- update weekly trackersDemographic Report- update monthlyCheck NEW LEASE and Renewal entry in trackers and MRI dailyCreate monthly Lease Expiration Reports for the propertiesUpdate the Rent Registrations MonthlyPrint 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 - $70,000Qualifications:College graduate and knowledge of NYC residential real estate preferred3-5 years of administrative experience preferredAbility to interact effectively with diverse groupsAbility to work independently and in team settingsPossess a high level of attention to detailEffective oral and written communication.Maintains a professional demeanorIntermediate to advanced proficiency in Microsoft Office applications, such as Word, Excel, Outlook, PowerPoint
EEOC:Equal Opportunity/Affirmative Action Employer: Minorities/Female/Disabled/Veteran