Administrative Assistant & Leasing Agent

Baldwin Real Estate Corp; City of Rochester (NY); Hybrid; USD 40,000 - 55,000; Part time

Job summary

A real estate management company in Rochester, NY is seeking an Administrative Assistant & Leasing Agent to provide organizational support and assist with leasing operations at various properties. This role combines administrative tasks and customer service to ensure a positive leasing experience. Candidates should have an Associate’s Degree and 3-5 years of relevant experience, with strong skills in organization, communication, and customer service. Competitive salary and benefits offered for this dynamic position.

Qualifications

• 3-5 years of experience in administrative support and/or leasing agent roles.
• Experience with analysis and administrative functions desired.

Responsibilities

• Assist with preparing correspondence and reports.
• Support leasing operations and engage with customers.
• Process lease applications and manage rental payments.

Skills

Decision-making skills

Customer service skills

Organizational skills

Communication skills

Microsoft Office proficiency

Education

Associate’s Degree

Job description

Half time in corporate office, half time at Daniel’s Creek and Larkin Creek apartment communities.

Primary Purpose

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.

Duties and Responsibilities

Administrative Support (Corporate Office)

• 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.

Assistant Leasing Agent (Daniels Creek & Larkin Creek Properties)

• 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.

Education and Experience

• 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.

Skills and Qualifications

• 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.

Administrative Assistant & Leasing Agent

This dual role combines the need for strong administrative capabilities with community engagement responsibilities to support our goals of excellence and service quality.