Administrative Assistant - Via 57W

For over 100 years, The Durst Organization has been a family-run business dedicated to the principles of innovation, integrity, community, and sustainability. We develop, build, own, and manage premier office towers and residential buildings that set new standards in environmental responsibility and user efficiency. Our enduring relationships with our tenants and partners are critical to our success and have ensured the longevity of The Durst Organization.

Our Mission Statement We build, own, and operate many of the world’s most innovative and efficient buildings. We create value for our tenants and partners by developing sustainable residential and commercial properties in which people live, work, and thrive.

Provide administrative support services for leasing and operations at the property level. This position will interact with a diverse group of prospects, applicants, and residents to facilitate their specific needs or to successfully direct them to the correct internal contact. Sound judgment is required in order to plan, prioritize, and organize a varied workload to ensure the delivery of high-value support and related services.

Essential Duties and Responsibilities

• Act as liaison with other departments and internal business units
• Prioritize, organize, prepare and distribute internal/external documents and ensure accuracy thereof
• Serve as a resource, advocate, and catalyst for sustainability at The Durst Organization. Apply the skills unique to your core job responsibilities for practical integration of sustainability into processes, standard operating procedures, and adopted business practices. Seek to empower our colleagues, consultants, tenants and residents to prioritize and actively engage in environmental stewardship.
• Carry out routine tasks with little supervision
• Field incoming calls and correspondence
• Maintain discretion in the handling of confidential information
• Maintain resident call logs
• Perform other general duties as defined by the assigned department
• Assist with special projects as directed

Administrative Front Desk Activities

General Daily Responsibilities

• Check reception voicemail and promptly return calls the same day
• Load dishwasher at the end of the day and unload upon opening the office. Maintain kitchen appearance.
• Greet prospects and residents with a warm smile; offering beverages
• Maintain a high standard of office appearance
• Stock Tour Folders, Water Bottles, Marketing Material as needed
• Follow up on Open/Pending/Closed service request. Solicit resident feedback.
• Turn model lights on and off daily
• Clear conference rooms between appointments
• Check paper stock and toner in library printer daily
• Answer Phones (Phone tree option #1 New Leasing Inquiries)

Leasing Team Support

• If no Leasing Associate is available, assist with setting up applicants on Durst systems (e.g. On-site, and Clickpay©)
• Prepare and review the end of day leasing traffic, source and pending/closed deals report.
• Save signed leasing documents to the resident data file
• Same day response to all internet inquiries and online appointments
• Maintain Agent Rotation for appointments and walk-in traffic
• Schedule Appointments in the following format in the shared leasing calendar Building / Broker (full name/company)/Client (full name)Apt Size/Budget/Requested Move In Date/Marketing source/Phone number/Email
• Record Brokers and Direct calls + internet inquiries+ Traffic +RV Traffic on tracker reports daily
• Create e-sign renewals and send to residents
• Update various marketing platforms to reflect current market pricing and apartment availability.
• Call all appointments to confirm appointments prior to 10 AM each morning

Operations Team Support

• Invoice coding preparation
• Collect and verify Hold Harmless and Certificate of Insurance requirements for movers, vendors and contractors
• Assisting with SODAs (uploading inspections/SODA packets to RDF, printing statements, requesting bank back-ups, sending to upper management for signature, updating SODA report, prepping for certified mail delivery)
• Assist with amenity/bike/storage agreement/amenity rental reservations and audits thereof
• Creating purchase and work orders
• Assist with reporting, renewals, operations, resident services and moving coordinator responsibilities, as required
• Enter operation related request in appropriate Durst system (e.g. BuildingLink© and Alice©)
• Updating resident call log on weekends
• Assist with distributing late letters

General Reporting Requirements

• Intermediate to advanced proficiency in Microsoft Office applications, such as Word, Excel, Outlook, PowerPoint
• Check NEW LEASE and Renewal entry in trackers and MRI daily
• Effective oral and written communication.
• Update the Rent Registrations Monthly
• 3-5 years of administrative experience preferred
• Create monthly Lease Expiration Reports for the properties
• Demographic Report- update monthly
• On-Site Data Report- update weekly trackers
• Ability to work independently and in team settings
• Print Doc to Sign form weekly (from DMS) and track all documents ready to be countersigned. Once they are countersigned, save them to the RDF.
• Maintains a professional demeanor
• Ability to interact effectively with diverse groups
• College graduate and knowledge of NYC residential real estate preferred
• Possess a high level of attention to detail

Salary Range $60,000 - $70,000

The Durst Organization seeks to build a diverse and inclusive workplace and encourages candidates of all backgrounds to apply. We provide equal employment opportunities to all applicants without regard to race, religion, color, age, sex, national origin, sexual orientation, gender identity, genetic disposition, disability, veteran status or any other protected category under federal, state and local law