Administrative Coordinator

As an Administrative Coordinator, you will be responsible for supporting the day-to-day administrative operations of our property management team. Your role will ensure the smooth functioning of various office tasks, tenant relations, and property-related processes. You will play a key role in enhancing our efficiency and customer service.

Paragon's benefits package:

• Comprehensive medical, dental and optical insurance with a minimal waiting period for enrollment
• Company paid life and disability insurance
• Guaranteed Full-Time 40 hour per week schedule
• Paid time off and 9 company paid holidays
• 401(k) program with an employer contribution
• Training program with opportunities for advancement
• Employee Recognition Program
• Rent Discount
• Compensation: Up to $24/hr. depending on previous experience

Your role as part of our Paragon team!

• Facilitates and perform all aspects of the apartment leasing process.
• Tour prospective residents in vacant, market ready units and/or model apartments.
• Consistently maintain closing percentage of 40-50%.
• Routine and ongoing follow-up with all prospective residents through the point of sale.
• Process applications for approval and prepare applicant files for Manager review. Follow up with approved applicants regarding application status.
• Record all email, telephone, in-person traffic and rentals in property management software. Manage CRM queue.
• Processes move-in and renewal paperwork and performs the move in/renewal orientation. Ensures all leases are properly endorsed and accurate.
• Maintain in-depth knowledge of the community and area competition. Perform monthly phone competition shops and quarterly in person competition shops.
• Assist with planning and executing site marketing and advertising. Complete weekly eblasts to residents and prospects. Use social media to engage consumers to include write, review, edit and update content for property Facebook/Instagram and/or similar platforms and respond to consumer questions.
• Enter vendor purchase orders into Yardi.
• Immediately enter service requests into Yardi and inform the maintenance supervisor/manager of emergency work orders. Answers questions for residents about the community, work orders, rent, and community rules. Follow-up timely if not able to respond to resident requests or problems.
• Inspect community, models and vacant units and report any deficiencies or liabilities immediately to the Manager.
• Coordinate with leasing team/management to prioritize make ready unit repairs.
• Ensure maintenance work orders are entered into Yardi for make ready repairs and occupied unit service requests, pull SRAPPC report for maintenance supervisor daily, prioritize and assign to specific technician then manage the process/technicians to ensure timely completion and work meets expectations. Notify residents of future contractor repairs and obtain resident feedback on work completed. Update notes on any pending work orders.
• Ensure proper function of front door keys. Notify the property manager when ready for the manager final inspection.
• Schedule and coordinate City Inspections, Bi-Annual Furnace/AC Inspections, Monthly/Quarterly Common Area Inspections
• Manage maintenance staff to ensure inspections are thorough and logs are maintained accurately.
• Schedule pre-move out inspections, prepare move out file for maintenance supervisor final walk, assemble/organize move out paperwork for delivery to corporate office, and upload photos to Yardi.
• Partner with the Maintenance Supervisor to show residents their apartment prior to lease signing. During the tour, point out key functionality of HVAC, appliances and plumbing systems, and note items the new resident brings to your attention.
• Evaluate weather conditions, coordinate staff to clear walkways of snow and apply salt, maintain accurate snow log records.
• Always communicate with residents, prospects, and internal team members in a professional and consistent manner.
• Plan and attend resident social activities.
• Performs other duties and special projects as assigned

Position Requirements

• 1+ years of on-site Leasing Manager or Assistant Manager experience or at least 2+ years of supervisory experience with customer service orientation
• High school diploma or equivalent, college-level education (preferred)
• Industry designations (preferred)
• Strong attention to detail
• Superior sales ability
• Computer proficiency, including MS Office: Word, Excel, and Outlook
• YARDI experience (preferred)
• Exceptional customer service skills
• Professional appearance