Administrative Assistant / Leasing Agent

The DiMarco Group - Rochester, NY

Part-time - Entry Level

Rochester, NY

Heavy and Civil Engineering Construction

About the position

The Administrative Assistant & Leasing Agent will provide comprehensive organizational support to the DiMarco Group of Companies, working half-time at the Baldwin Corporate Office and half-time at the Daniels Creek and Larkin Creek properties. This role combines administrative tasks with leasing agent responsibilities to ensure efficient operations and outstanding customer service.

Responsibilities

• Assist with preparing correspondence and reports as requested by functional departments.
• Maintain an organized filing system and retrieve information as needed; prepare files for logging into the file inventory system.
• Ensure cleanliness and upkeep of common areas, including the kitchen and conference rooms.
• Provide snacks for the reception area and executive conference room.
• Keep copiers and printers stocked with paper daily.
• Input and manage company contacts, photos, and calendar items.
• Draft written responses or replies by phone or email as required.
• Sort and distribute company mail and ensure timely pickups from various departments.
• Maintain inventory of supplies and order as necessary.
• Track charitable contributions and sponsorships; process related documentation.
• Plan and execute special events as requested by owners and senior management.
• Provide coverage for the reception desk as scheduled.
• Assist with special projects as assigned by supervisors.
• Support the Community Manager with leasing, administrative, and operational tasks.
• Facilitate a consistent customer experience on-site and contribute to quality operations.
• Assist with incoming leasing inquiries, including answering calls and showing apartments.
• Process lease applications, conduct credit checks, employment verifications, and background checks.
• Track leasing information and input data into the software reporting system.
• Prepare lease and move-in packets, and schedule lease signings as necessary.
• Ensure utility services are transferred for new residents by following up with utility companies.
• Assist with move-ins, move-outs, and property inspections as required.
• Receive and post rental payments, and prepare bank deposits accurately.
• Maintain and deliver delinquency reports and late notices in a timely manner.
• Take and follow up on resident work orders, tracking and logging completed tasks.
• Assist in processing invoices when necessary, including documentation and filing.
• Prepare lease renewals for distribution and follow up with residents regarding lease end dates.
• Coordinate community social events and assist in the execution of activities.
• Conduct market surveys and contribute to community engagement efforts.

Requirements

• Associate's Degree is preferred along with three to five years of experience in administrative support and or Leasing Agent roles.
• Experience with analysis and administrative functions is highly desired.

Nice-to-haves

• Strong decision-making and judgment skills.
• High level of professionalism and ability to develop strong relationships within a team environment.
• Excellent organizational skills with the capacity to prioritize multiple tasks effectively.
• Strong customer service and communication skills, both written and verbal.
• Proficiency in Microsoft Office, spreadsheets, databases, and word processing tools.