Administrative Assistant

We are looking for a personable and organized Administrative Assistant to support leasing and office operations for a real estate and property team in Malden, Massachusetts. This Long-term Contract position focuses on maintaining strong communication with prospective tenants, coordinating appointments, and helping keep daily administrative activities running smoothly. The ideal candidate brings a service-minded approach, strong follow-through, and the ability to manage documentation and prospect activity with accuracy.

Responsibilities:

• Connect with prospective tenants or clients to introduce available opportunities and arrange appointments in a timely, thorough manner.
• Coordinate and manage property showing schedules while ensuring a welcoming and informative experience for visitors.
• Maintain consistent follow-up with prospects to answer questions, encourage engagement, and move opportunities through the pipeline.
• Track prospect interactions and status updates in CRM and related systems so records remain current and actionable.
• Organize, file, and maintain paper and digital documents, ensuring required information is accurately entered into Yardi.
• Provide day-to-day administrative support to the team by handling routine communications, scheduling needs, and record management.
• Assist with operational tasks that may involve accounting-related documentation, billing support, or coordination with internal business systems as needed.
• Previous experience in an administrative, leasing, real estate, or customer-facing support role.
• Strong communication and interpersonal skills with the ability to build rapport with prospects and team members.
• Proven ability to manage calendars, appointments, follow-up activities, and multiple priorities efficiently.
• Experience using CRM platforms and comfort working with digital recordkeeping systems.
• High attention to detail when handling documents, data entry, and filing responsibilities.
• Familiarity with accounting-related processes or business software such as accounting systems, ADP, JD Edwards EnterpriseOne, Kardin, accounts payable, accounts receivable, or billing functions is preferred.
• Ability to work independently, stay organized, and maintain a detail-focused, friendly presence in a fast-paced environment.