Administrative/Move In and Move Out Coordinator

Ironstate Properties is a premier residential real estate developer and manager of luxury apartment rentals in Northern New Jersey. From conception to execution, we are there every step of the way bringing decades of experience, intelligence, precision, innovation, flexibility, imagination, and commitment to every project.

We are seeking a highly organized and customer-focused Administrative/Move In and Move Out Coordinator to support our residential properties in Hoboken, NJ. This unique role combines administrative duties with direct responsibility for coordinating resident move-ins and move-outs, ensuring a smooth and welcoming experience for all.

This job opportunity is a Full-Time position, and the work schedule will require availability for 5 out of 7 days each week, with specific days to be determined.

Rate range: $26.00 - $28.00/hour

Key Responsibilities:

• Welcome and assist clients in person, over the phone, and online, ensuring they receive outstanding service reflective of Ironstate's commitment to excellence.


• Accurately manage client information in our database system, upholding confidentiality, and ensuring data integrity.


• Utilize office resources efficiently to meet client needs and enhance satisfaction levels, demonstrating adaptability and resourcefulness.


• Adhere to office policies and procedures to ensure consistency and effectiveness in daily operations.


• Perform various administrative and clerical duties as assigned, supporting the smooth functioning of our residential properties.


• Ensure apartments are ready for resident move-in by coordinating with maintenance and conducting new move-in walk-throughs with the new resident(s).


• Coordinate all arrangements for resident move-ins and move-outs, including notifications, acquiring proper authorizations, and collecting certificates of insurance as necessary.


• Address all service issues, concerns, and/or complaints related to maintenance.


• Manage elevator reservations for move-ins and move-outs.


• Send weekly "move-in announcements" to the team.


• Provide residents with all necessary documentation, keys, and system access prior to the move-in inspection.


• Place the move-in gift in the apartment the day before move-in.


• Walk the apartment 3-4 days prior to move-in to note areas that need attention by the maintenance team and create service tickets as necessary.


• Assist management in building positive relations with residents.


• Follow-up with residents after the initial move-in to discuss their experience.


• Maintain attention to detail in managing all move-in and move-out processes, ensuring smooth transitions.


• Demonstrate problem-solving skills when addressing issues during the move-in and move-out process.

Requirements:

• Minimum of 2 years of administrative experience in guest services, property management, hospitality, or related professional area


• Excellent communication skills and a customer-centric approach


• Attention to detail.


• Ability to organize, multitask, prioritize, and thrive in a fast-paced environment


• Positive, friendly, and personable demeanor


• Reliable and punctual with a strong work ethic


• Flexible and willing to learn different applications on computers and office machines


• Flexible and eager to learn new applications on computers and office machine


• Proficiency in MS Office; Yardi experience is a plus.

Employee Benefits (upon eligibility):

• 20 PTO days annually, which includes vacation and sick time (pro-ration based on hire date)


• 401(k) and 401(K) Match


• Healthcare Benefits: Medical, Dental, Vision


• Tax-advantaged Healthcare Spending Accounts


• Life and Disability Insurance


• Employee Assistance Program


• Commuter Benefits


• Tuition Reimbursement


• Employee Referral Incentive for Successful Hires


• Company Paid Holidays


• Annual Company Events

US Work Authorization is required.

The requirements and duties described above may be modified or waived by the Company in its sole discretion without notice.