Leasing Administrative Assistant

Vaco; New York (NY); On-site; USD 64,000 - 72,000; Full time

Job summary

Vaco by Highspring in Manhattan, NY seeks a Leasing Administrative Assistant to support the leasing and renewal process from application to lease completion. This role blends administrative accuracy, compliance, resident communication, and sales to ensure a smooth leasing experience while upholding building standards.

You will review applicant documents, verify income, identify discrepancies, manage renewals, and communicate with residents and brokers.

Qualifications

• Experience in leasing and property management preferred.
• Proficient with Yardi software.
• NY real estate license or ability to obtain within 90 days.
• Attention to detail and organizational skills.
• Strong written and verbal communication.
• Sales/negotiation and resident-facing communication.
• Identify inconsistencies and follow policies.
• Manage multiple transactions with deadlines.
• Exercise professional judgment and discretion.

Responsibilities

• Review, verify, and approve applicant documentation for completeness and compliance.
• Verify income, employment, identification, rental history, and other required information.
• Identify discrepancies or potential fraud and escalate as needed.
• Manage all administrative requirements from application through lease execution.
• Prepare and communicate renewal offers and manage renewals.
• Communicate with residents regarding terms, questions, and negotiations.
• Maintain accurate lease records and documentation.
• Follow up with applicants, residents, brokers, and teams to move transactions forward.
• Use sales/negotiation skills to drive leases and renewals.
• Represent the property and company brand professionally.

Skills

Leasing experience

Property management

Customer service

Administration

Strong written and verbal skills

Sales and negotiation

Attention to detail

Follow-through

Discretion with confidential info

Education

NYS Real Estate License

Tools

Yardi

Job description

Client: Residential Real Estate/Property Management

Title: Leasing Administrative Assistant

Location: Manhattan, NYC

Schedule: 9-5 PM EST Monday-Friday with an ability to travel once a week to the portfolio of onsite properties within NYC Metro area

Payrate: $32.50/hr

Position Summary

The Leasing Administrative Assistant supports the leasing and renewal process from application through completed lease. This role combines administrative accuracy, document verification, compliance, resident communication, and sales to ensure a seamless leasing experience while protecting company and building standards.

Key Responsibilities

• Review, verify, and approve applicant documentation for completeness, accuracy, and compliance with company policies.
• Verify income, employment, identification, rental history, and other required information.
• Identify discrepancies, incomplete documentation, or potential fraud and elevate as appropriate.
• Manage all administrative requirements from application through lease execution.
• Prepare and communicate renewal offers and manage the renewal process from initial offer through signed lease.
• Communicate with residents regarding terms, questions, and negotiations while staying within established guidelines.
• Maintain accurate records and ensure all lease documentation is complete and properly processed.
• Follow up consistently with applicants, residents, brokers, and internal teams to keep transactions moving.
• Use strong sales and negotiation skills to drive completed leases and renewals.
• Represent the property, building, and company brand with a professional, polished, and service-oriented approach.

Qualifications

• Experience in leasing, property management, real estate, customer service, or administration preferred.
• Experience with Yardi
• Prefer a candidate who has NYS Real Estate License or able to obtain one within 90 Days of employment
• Exceptional attention to detail and organizational skills.
• Strong written and verbal communication skills.
• Comfortable with sales, negotiation, and resident-facing communication.
• Ability to identify inconsistencies and follow established policies and procedures.
• Strong follow-through and ability to manage multiple transactions and deadlines.
• Professional judgment and discretion when handling confidential information.

EEO Notice

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact [e-mail].

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

Representation Notice

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

For residents of Ontario, Canada: Based on Highspring's discussions with its Client, Highspring's understanding is that this position for employment is a current vacancy (either through Highspring as a contractor or with the client directly).

Privacy Notice

Vaco by Highspring and its parents, affiliates, and subsidiaries ("we", "our", or "Vaco by Highspring") respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
• Virginia residents may access our state specific policies here.
• Residents of all other states may access our policies here.
• Canadian residents may access our policies in English here and in French here.
• Residents of countries governed by GDPR may access our policies here.

Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring's use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client's use of AI products in