Leasing Agent/ Admin Assistant for Property Management

Published: 6/14/2022

Real Estate

Job Description

Leasing Agent / Administrative Assistant

Company: Silver Linings Management LLC
Location: Uxbridge, MA / Local Portfolio
Position Type: Part-Time
Reports To: Rental Manager / Operations Manager

Silver Linings Management LLC is seeking an organized, dependable, and customer-focused Leasing Agent / Administrative Assistant to support our residential property management operations.

This position combines leasing, field inspections, resident communication, and general administrative support. The ideal candidate is comfortable working both in the office and in the field, communicates professionally with residents and property owners, and can independently manage routine tasks from start to finish.

The goal of this position is to help keep leasing and day-to-day rental operations organized, responsive, and moving forward without requiring constant management oversight.

Requirements: Valid driver's license license, reliable transportation, real estate license

Primary Responsibilities

Leasing & Showings

Schedule and conduct apartment and rental property showings.
Communicate with prospective residents regarding availability, showing times, application requirements, and next steps.
Follow up with prospective residents after showings.
Assist with rental application processing and collection of required documentation.
Coordinate approved applicant move-in requirements with the Rental Manager.
Assist with lease preparation, execution, and document organization as assigned.
Maintain accurate leasing notes and prospect information within company systems.
Help ensure vacant units are actively marketed and leasing activity is properly documented.

Resident & Client Communication

Respond professionally to routine resident, applicant, vendor, and property owner communications.
Route issues requiring management approval or escalation to the appropriate team member.
Follow up on outstanding resident documents, lease requirements, inspections, utility issues, and other operational matters.
Maintain timely and accurate communication records.

Inspections & Property Visits

Conduct routine property inspections, move-in inspections, move-out inspections, and other assigned property visits.
Document property conditions with photographs, notes, and inspection reports.
Identify maintenance, safety, cleanliness, lease-compliance, or property-condition concerns.
Submit inspection findings promptly and escalate urgent issues.
Verify completion of assigned corrective work when requested.

Utility Transfers & Move Coordination

Coordinate utility transfers related to move-ins, move-outs, vacancies, and property transitions.
Contact utility providers when necessary to establish, transfer, confirm, or terminate service.
Track outstanding utility items through completion.
Assist with keys, access devices, move-in packets, move-out documentation, and related administrative tasks.

Mail & General Administration

Receive, sort, scan, process, and distribute incoming mail.
Prepare outgoing correspondence and certified mail when required.
Scan and organize documents into the appropriate property or resident records.
Maintain accurate digital files and records.
Assist with document preparation, printing, copying, mailing, and administrative projects.
Help maintain organized office workflows and supplies.

Property Management Support

Assist the Rental Manager and operations team with routine administrative projects.
Update property management software with notes, documents, inspections, and completed tasks.
Track assigned tasks and follow-ups until resolution.
Coordinate with maintenance, leasing, accounting, and property management staff as necessary.
Assist with notices, resident correspondence, vendor coordination, and property documentation.
Support special projects and portfolio-wide administrative initiatives as assigned.

Performance Expectations

The successful candidate will be expected to:

Complete assigned tasks accurately and by established deadlines.
Maintain professional and responsive communication.
Follow tasks through to completion rather than simply forwarding issues.
Maintain accurate documentation within company systems.
Escalate urgent, unusual, legal, financial, or resident-relations issues appropriately.
Maintain confidentiality regarding residents, owners, financial information, and company operations.
Manage multiple priorities without allowing routine follow-ups to be lost.
Represent Silver Linings Management professionally during all property visits and interactions.

Qualifications

Strong written and verbal communication skills.
Excellent organization and follow-through.
Comfortable communicating with residents, applicants, property owners, vendors, and coworkers.
Ability to work independently and prioritize multiple responsibilities.
Basic computer proficiency and ability to learn property management software.
Comfortable working with email, electronic documents, spreadsheets, mobile applications, and cloud-based systems.
Valid driver's license and reliable transportation for local property visits.
Ability to take clear photographs and accurately document property conditions.
Property management, leasing, real estate, administrative, or customer-service experience preferred but not required for the right candidate.

Ideal Candidate

This position is best suited for someone with an active real estate license who is organized, resourceful, comfortable speaking with people, and naturally follows through. The ideal candidate notices when something is incomplete, determines the appropriate next step, and helps move the issue toward resolution rather than waiting to be repeatedly directed.

Property management moves quickly, so reliability, judgment, communication, and attention to detail are essential.