Rental Office Administrator

Job Title: Palmer Rentals Office Administrator
Department: Property Management / Rental Operations
Employment Type: Full-Time
Location: [ Salamanca NY]

Position Summary

The Rental Office Administrator is responsible for supporting the day-to-day administrative and customer service operations of a rental office. This position serves as a primary point of contact for current and prospective tenants, assists with rental applications and lease administration, coordinates maintenance requests, processes payments and records, and ensures that office operations run efficiently and professionally.

The ideal candidate is organized, dependable, professional, customer-service oriented, and comfortable handling confidential information and multiple priorities in a fast-paced rental environment.

Key Responsibilities Administrative Duties

• Manage daily operations of the rental office.
• Answer telephone calls, emails, and walk-in inquiries in a professional and courteous manner.
• Maintain accurate tenant files, records, and databases.
• Prepare, organize, and maintain rental documents, leases, notices, and correspondence.
• Process rental applications and assist with required documentation.
• Schedule appointments, property viewings, inspections, and meetings.
• Maintain calendars and coordinate office activities.
• Prepare reports, spreadsheets, letters, notices, and other administrative documents.
• Maintain organized electronic and physical filing systems.
• Order and maintain office supplies and equipment.

Tenant & Customer Service

• Serve as a professional point of contact for tenants and prospective renters.
• Respond promptly to tenant questions, concerns, and requests.
• Explain rental policies, procedures, payment requirements, and office processes.
• Assist prospective tenants with the application and leasing process.
• Communicate lease requirements and important deadlines.
• Handle routine tenant concerns and escalate complex issues to the Property Manager when appropriate.
• Maintain a professional and welcoming office environment.

Rental & Lease Administration

• Assist with processing rental applications and supporting documentation.
• Coordinate move-ins and move-outs.
• Prepare move-in and move-out paperwork.
• Track lease expirations, renewals, and required notices.
• Maintain accurate tenant and occupancy records.
• Assist with rent collection and payment processing.
• Prepare and distribute tenant notices as directed by management.
• Maintain records of deposits, fees, payments, and outstanding balances.
• Assist management with delinquency follow-up and documentation.

Maintenance Coordination

• Receive and document tenant maintenance requests.
• Enter work orders and communicate requests to maintenance personnel or contractors.
• Schedule maintenance appointments when necessary.
• Follow up on outstanding work orders.
• Maintain records of completed and pending maintenance requests.
• Communicate with tenants regarding maintenance scheduling and access requirements.
• Notify management of urgent maintenance, safety, or property concerns.

Financial & Recordkeeping Responsibilities

• Process rent and other authorized payments.
• Issue receipts and maintain payment records.
• Assist with deposits, reconciliations, and basic accounting tasks.
• Monitor outstanding balances and provide information to management.
• Maintain accurate financial and tenant records.
• Protect confidential financial and personal information.

Compliance & Confidentiality

• Follow company policies and established rental procedures.
• Maintain confidentiality of tenant records and personal information.
• Ensure required documentation is properly completed and maintained.
• Follow applicable federal, state, and local housing and rental regulations.
• Immediately report potential compliance issues to management.
• Maintain professional and ethical standards when dealing with tenants and applicants.

Qualifications

• High school diploma or equivalent required.
• Previous administrative, property management, leasing, or customer service experience preferred.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Professional telephone and customer service skills.
• Strong attention to detail and accuracy.
• Ability to handle confidential information appropriately.
• Ability to prioritize multiple tasks and meet deadlines.
• Basic understanding of computers, email, Microsoft Office, Google Workspace, or similar software.
• Ability to learn property management and rental software.
• Ability to work independently while also functioning effectively as part of a team.

Skills & Competencies

• Customer Service: Provides friendly, professional, and responsive service.
• Organization: Maintains accurate records and manages multiple priorities effectively.
• Communication: Communicates clearly with tenants, applicants, vendors, and coworkers.
• Attention to Detail: Accurately handles documentation, payments, records, and deadlines.
• Problem Solving: Identifies issues and knows when to resolve or escalate them.
• Reliability: Consistently arrives on time and follows through on responsibilities.
• Professionalism: Maintains a positive and respectful attitude.
• Technology: Comfortable using computers, email, spreadsheets, databases, and office software.
• Confidentiality: Handles sensitive tenant and financial information responsibly.

Physical & Work Requirements

• Ability to sit and work at a desk for extended periods.
• Ability to communicate effectively in person and by telephone.
• Ability to use a computer and standard office equipment.
• Occasional walking through rental properties or common areas may be required.
• Occasional lifting of office supplies or materials up to approximately 25 pounds.

Performance Expectations

The Rental Office Administrator is expected to:

• Maintain accurate and up-to-date tenant records.
• Respond to tenant and applicant inquiries in a timely manner.
• Process paperwork accurately and efficiently.
• Maintain a professional and organized rental office.
• Follow company policies and applicable housing regulations.
• Communicate effectively with management, tenants, vendors, and maintenance personnel.
• Protect confidential information.
• Demonstrate reliability, professionalism, and excellent customer service.

Job Description Disclaimer:
This job description is intended to describe the general nature and level of work performed by employees in this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Duties may be modified or assigned as business needs change.

Job Types: Full-time, Part-time

Pay: From $16.50 per hour

Benefits:

• Flexible schedule

Ability to Commute:

• Salamanca, NY 14779 (Required)

Ability to Relocate:

• Salamanca, NY 14779: Relocate before starting work (Preferred)

Work Location: In person

Salary : $17