Administrative/Leasing Coordinator

AP Professional Search; City of Rochester (NY); On-site; USD 33,000 - 39,000; Full time

Benefits offered by this job

Paid parking

Job summary

AP Professional Search is seeking an experienced administrative assistant in Rochester, NY to support four Leasing Agents. This role blends administrative duties with prep for meetings, requiring attention to detail and strong communication in a fast-paced real estate environment.

Responsibilities include site and market research, updating listings and materials, coordinating marketing efforts, and serving as a liaison with clients and media.

Qualifications

• 2+ years of office or administrative experience.
• Real estate administrative experience preferred (1 year required).
• Must maintain a stable work history with tenure.

Responsibilities

• Support 4 Leasing Agents with administrative tasks and data for client meetings.
• Research development sites, demographics, and property details; prepare reports.
• Maintain marketing materials and property listings in the systems.
• Coordinate communications, liaise with media and research sources; assist photographers as needed.
• Assist in creating marketing materials, brochures, trade show collateral, and events.
• Answer phones and route inquiries to appropriate personnel; prepare correspondence.

Skills

Communication

Interpersonal skills

Multitasking

Attention to detail

Tools

MS Office

Microsoft Teams

Excel

Job description

Join a leading commercial real estate firm in the heart of downtown! This is a direct hire with pay of $24-28 and paid parking. Our client is seeking an experienced administrative assistant to provide dedicated support to 4 Leasing Agents. This position is a mix of administrative duties and preparation of information for the leasing agents for meetings with clients. If you thrive in a fast paced environment and enjoy supporting high performing professionals, we want to connect with you.

Responsibilities

• Research potential development sites, existing company locations, competitor locations, and properties to gather detailed insights on demographics, property attributes, economic conditions, education, and tourism. Create competitive and site mapping and produce demographic reports using proprietary software. Prepare leasing data packages for prospective sites, including site plans, maps, demographic profiles, and traffic counts.
• Assure that marketing materials are current/updated in the document management system and on the company website. Maintain and update listings for office, industrial and warehouse properties on various proprietary listing systems.
• Communicate messages and information using a variety of methods to promote properties. Collaborate extensively with leasing agents. Act as liaison with outside media and research sources. Evaluate and hire photographers as needed.
• Assist in the creation and execution of marketing activities for the Leasing Department, including but not limited to property brochures and flyers, trade show booths, advertising special promotions and events. Aide with all activities associated with preparations for trade shows, including booth graphics, updating of property collateral materials, and meeting schedules.
• Answer phones, especially regarding calls from individuals/prospective tenants. Provide information and direct calls to appropriate personnel.
• Type correspondence, proposals and letters for lease agents with minimal errors, high attention to detail and accuracy. Proof read and review for errors and accuracy in grammar, spelling and intent of information.
• Maintain tenant files for lease agents and department files. Coordinate ordering of supplies for Leasing Department and Executive area.
• Provide direction/feedback to guide graphic designers in preparation of marketing materials used for leasing and production of company materials.

Experience

• To be considered you need 2 + years’ experience in an office environment or administrative experience preferred. Real estate administrative: 1 year (Required)
• You will NOT be considered if you have held several jobs with limited tenure at each

Knowledge, Skills, Abilities, and Other Characteristics

• Excellent communication and interpersonal skills.
• High level of attention to detail. Ability to multitask in a fast-paced environment.
• Knowledge of MS Office, Microsoft Teams and Excel