Leasing Admin Coordinator Multifamily

Magnet HR SPP; Lewisville (TX); On-site; USD 42,000 - 55,000; Full time

Job summary

Magnet HR SPP is seeking a Leasing & Administrative Coordinator to provide comprehensive support across our multifamily portfolio. You will handle administrative tasks, leasing processes, payroll, employee documentation, and reporting, while coordinating with property managers and corporate teams.

The role requires strong organization, confidentiality, and the ability to manage multiple deadlines across several properties.

Qualifications

• High school diploma or equivalent required.
• Two or more years of multifamily, leasing, property management, payroll, administrative, HR, or related experience preferred.
• Multifamily property management experience strongly preferred.
• Experience supporting multiple properties or business locations preferred.
• Experience with payroll, timekeeping, property management, HRIS, and CRM systems preferred.
• Knowledge of Fair Housing requirements applicable to multifamily leasing preferred.
• Strong organizational, communication, customer-service, and data-entry skills.
• Ability to maintain confidential employee, payroll, applicant, and resident information.
• Ability to manage multiple deadlines and priorities.
• Ability to interact professionally with employees, residents, applicants, Property Managers, and senior management.

Responsibilities

• Provide administrative and operational support to all assigned multifamily properties.
• Serve as a central administrative contact between Operations, Property Managers, site employees, payroll, and other departments.
• Communicate regularly with Property Managers and employees regarding operational and administrative matters.
• Assist Operations with obtaining required information, reports, documents, and updates from individual properties.
• Track outstanding requests and follow up with property teams to ensure timely completion.
• Assist with maintaining consistent administrative processes and procedures across properties.
• Prepare reports, spreadsheets, correspondence, notices, and other operational documents.
• Assist with company meetings, property visits, training, special projects, and other operational initiatives.
• Travel between company properties as needed to provide administrative or leasing support.
• Assist with payroll administration for employees across multiple properties.
• Collect, review, and enter payroll and timekeeping information.
• Review time cards for completeness and identify missing punches, discrepancies, or other items requiring correction or management review.
• Communicate payroll deadlines and outstanding payroll items to Property Managers and employees.
• Enter approved employee and payroll changes as authorized.
• Assist with tracking PTO, vacation, sick leave, and other approved time-off information.
• Maintain accurate payroll documentation and records.
• Prepare routine payroll and labor reports for Operations and management.
• Maintain confidentiality of compensation, payroll, banking, tax, and other sensitive employee information.
• Escalate payroll discrepancies or matters requiring approval to Operations or the appropriate authorized manager.
• Immediately elevate employee-relations complaints, accommodation requests, leave requests, wage concerns, harassment or discrimination complaints, or other sensitive employment matters to authorized management or HR personnel.
• Greet and assist prospective residents professionally.
• Respond to telephone, email, online, and in-person leasing inquiries.
• Provide information regarding apartment availability, rental rates, amenities, community policies, and application requirements.
• Conduct apartment and community tours.
• Assist applicants with rental applications and required documentation.
• Process or coordinate applicant screening according to established company procedures and applicable Fair Housing requirements.
• Maintain accurate prospect, application, and leasing records.
• Assist with preparation and processing of lease documentation.
• Explain established lease terms, rental payment procedures, fees, policies, and move-in requirements.
• Coordinate move-in documentation with residents and property management.
• Provide professional resident service and route matters requiring management authorization to the appropriate Property Manager.
• Work closely with Property Managers to support administrative and operational requirements at each community.
• Assist Property Managers with payroll documentation, employee records, leasing information, reporting, and administrative needs.
• Communicate deadlines and obtain required information from individual properties.
• Provide Operations with updates regarding incomplete documentation, payroll issues, employee administrative matters, leasing activity, and other operational concerns.
• Assist management with special projects, property transitions, acquisitions, audits, openings, and operational initiatives as assigned.
• Maintain accurate records related to employees, payroll, leasing, residents, applicants, and property operations.
• Enter information accurately into property management, payroll, HRIS, CRM, and other company systems.
• Prepare routine operational, payroll, employee, and leasing reports.
• Review documents for accuracy and completeness.
• Maintain confidentiality of company, employee, applicant, and resident information.
• Follow company record-retention and information-security procedures.

Skills

Strong organizational and verbal/wri

Multitasking / deadline management

Education

High school diploma or equivalent

Tools

Microsoft Outlook

Microsoft Word

Excel

Job description

POSITION OVERVIEW

The Leasing & Administrative Coordinator provides administrative, leasing, payroll, employee, and operational support across the company's multifamily apartment portfolio.

Reporting to Operations, this position serves as a central point of coordination between corporate operations, Property Managers, site employees, payroll, residents, applicants, and other departments.

The position supports multiple properties and is responsible for assisting with leasing activities, payroll administration, employee documentation, property communications, recordkeeping, reporting, and day-to-day administrative functions. This position requires a high level of organization, accuracy, confidentiality, professionalism, and follow-through.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Multi-Property Operations Support

• Provide administrative and operational support to all assigned multifamily properties.
• Serve as a central administrative contact between Operations, Property Managers, site employees, payroll, and other departments.
• Communicate regularly with Property Managers and employees regarding operational and administrative matters.
• Assist Operations with obtaining required information, reports, documents, and updates from individual properties.
• Track outstanding requests and follow up with property teams to ensure timely completion.
• Assist with maintaining consistent administrative processes and procedures across properties.
• Prepare reports, spreadsheets, correspondence, notices, and other operational documents.
• Assist with company meetings, property visits, training, special projects, and other operational initiatives.
• Travel between company properties as needed to provide administrative or leasing support.

Payroll & Timekeeping Administration

• Assist with payroll administration for employees across multiple properties.
• Collect, review, and enter payroll and timekeeping information.
• Review time cards for completeness and identify missing punches, discrepancies, or other items requiring correction or management review.
• Communicate payroll deadlines and outstanding payroll items to Property Managers and employees.
• Enter approved employee and payroll changes as authorized.
• Assist with tracking PTO, vacation, sick leave, and other approved time-off information.
• Maintain accurate payroll documentation and records.
• Prepare routine payroll and labor reports for Operations and management.
• Maintain confidentiality of compensation, payroll, banking, tax, and other sensitive employee information.
• Escalate payroll discrepancies or matters requiring approval to Operations or the appropriate authorized manager.
• Immediately elevate employee-relations complaints, accommodation requests, leave requests, wage concerns, harassment or discrimination complaints, or other sensitive employment matters to authorized management or HR personnel.

Leasing & Prospective Resident Support

• Greet and assist prospective residents professionally.
• Respond to telephone, email, online, and in-person leasing inquiries.
• Provide information regarding apartment availability, rental rates, amenities, community policies, and application requirements.
• Conduct apartment and community tours.
• Assist applicants with rental applications and required documentation.
• Process or coordinate applicant screening according to established company procedures and applicable Fair Housing requirements.
• Maintain accurate prospect, application, and leasing records.
• Assist with preparation and processing of lease documentation.
• Explain established lease terms, rental payment procedures, fees, policies, and move-in requirements.
• Coordinate move-in documentation with residents and property management.
• Provide professional resident service and route matters requiring management authorization to the appropriate Property Manager.

Property Manager & Management Support

• Work closely with Property Managers to support administrative and operational requirements at each community.
• Assist Property Managers with payroll documentation, employee records, leasing information, reporting, and administrative needs.
• Communicate deadlines and obtain required information from individual properties.
• Provide Operations with updates regarding incomplete documentation, payroll issues, employee administrative matters, leasing activity, and other operational concerns.
• Assist management with special projects, property transitions, acquisitions, audits, openings, and operational initiatives as assigned.

Documentation & Reporting

• Maintain accurate records related to employees, payroll, leasing, residents, applicants, and property operations.
• Enter information accurately into property management, payroll, HRIS, CRM, and other company systems.
• Prepare routine operational, payroll, employee, and leasing reports.
• Review documents for accuracy and completeness.
• Maintain confidentiality of company, employee, applicant, resident, payroll, and financial information.
• Follow company record-retention and information-security procedures.

SUPERVISORY RESPONSIBILITIES

None. The Leasing & Administrative Coordinator may coordinate information, communicate deadlines, request documentation, and provide administrative direction regarding established company procedures but does not independently hire, terminate, discipline, establish compensation, or make other employment decisions.

QUALIFICATIONS

• High school diploma or equivalent required.
• Two or more years of multifamily, leasing, property management, payroll, administrative, HR, or related experience preferred.
• Multifamily property management experience strongly preferred.
• Experience supporting multiple properties or business locations preferred.
• Experience with payroll, timekeeping, property management, HRIS, and CRM systems preferred.
• Working knowledge of Microsoft Outlook, Word, and Excel.
• Knowledge of Fair Housing requirements applicable to multifamily leasing preferred.
• Strong organizational, communication, customer-service, and data-entry skills.
• Ability to maintain confidential employee, payroll, applicant, and resident information.
• Ability to manage multiple deadlines and priorities.
• Ability to interact professionally with employees, residents, applicants, Property Managers, and senior management.

PHYSICAL REQUIREMENTS

The employee must be able to perform the essential functions of the position with or without reasonable accommodation. The position regularly requires sitting, standing, walking, communicating, using a computer and telephone, and performing routine office activities.

The employee may occasionally be required to bend, stoop, kneel, reach, and lift or move materials weighing up to approximately 10 pounds. The position may require walking apartment communities, touring apartment homes and common areas, and traveling between company properties.

WORK ENVIRONMENT

This position primarily operates in a professional office and multifamily property environment and may require regular interaction with employees, residents, applicants, vendors, Property Managers, and corporate management. Travel between company properties and attendance at company meetings may be required.

BENEFITS

Associates who are regularly scheduled for and work 30 hours or more per week are eligible for company-sponsored benefits on the first day of the month following completion of 30 continuous days of employment. Regular full-time associates are eligible to accrue paid time off (PTO) and holiday pay, subject to the terms of applicable company plans and policies.

EQUAL EMPLOYMENT OPPORTUNITY

The Company provides equal employment opportunities to qualified applicants and employees and prohibits unlawful discrimination or harassment based on any characteristic protected by applicable federal, state, or local law. Reasonable accommodations will be considered for qualified individuals with disabilities in accordance with applicable law.

CORPORATE INTEGRITY

All employees are expected to conduct themselves professionally and ethically, treat others with dignity and respect, maintain appropriate confidentiality, support company and community objectives, and comply with company policies and procedures. Employees are expected to promptly report workplace concerns through the appropriate company reporting channels and cooperate with company investigations and compliance requirements.

DISCLAIMER

This job description is intended to describe the general nature and essential functions of the position. It is not intended to be an exhaustive list of every responsibility, duty, skill, or working condition associated with the position. Duties and responsibilities may be modified based on legitimate business needs, consistent with applicable law.