Multifamily Leasing & Admin Coordinator

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

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.