Develops, manages, operates and invests in real estate with long‑term ownership focus.
Admin support for residential dept: leases, utilities, work orders, leasing aid.
3 days ago ago
Junior (1-3 years)
Full Time
Madison, WI
Onsite
Company Size
135 Employees
Service Specialisms
Property Management
Development
Brokerage
Construction Management
Sector Specialisms
Residential
Commercial
Urban Infill
Adaptive Reuse
Parking Properties
Role
Description
work orders
utility setup
yardi management
matterport tours
availability board
lease docs
The Residential Administrative Coordinator is responsible for the day-to-day administrative support of the Residential Department.
Ensure that all resident requests are entered within work order system. Communicate with maintenance team and Property Managers of any emergency work orders that are received.
Assist in Leasing efforts by answering prospective resident calls or emails, responding to questions, setting appointments and leading apartment tours.
Update and distribute residential contact lists with employee changes to front line staff (Commercial and front desk) and residential team.
Maintain and ensure accuracy of the property availability board. Save weekly copies of the availability board.
Create monthly turn work orders based on apartment availability.
Be available to lead and assist with open houses.
Set up utilities including internet for incoming or transferring residents.
Assist Property Managers and Leasing to ensure apartments are move in and tour ready.
Follow and ensure compliance of all Fair Housing laws.
Distribute mail and file insurance certificates weekly.
Ensure accuracy and completion of prospect rental applications. Assist Property Managers with the processing of prospect applications when needed.
Assist ULI front desk staff with calls or visitors for other departments as needed.
Report accidents and emergency situations to the Residential Director in a timely manner.
Assist leasing in conducting shopping competition to apprise Residential Director of current market conditions when necessary.
Assisting leasing with Matterport virtual tours and videos of apartments when needed.
Assist in completion of move-ins/move-outs, giving special attention to apartment inspection reports. Relay accurate charges to Property Managers in order for security deposit requisitions to be completed by state code deadline.
Resolve all resident issues/concerns to best of your ability while following company policy.
Responsible for reporting any unusual, extraordinary circumstances regarding the residents or properties to Property Manager.
Track Resident Referrals, create and forward invoices to Accounting department.
Ensure that resident files are complete and maintained per company procedure. This includes all resident data within Yardi as well as end of year filing.
Update ULI.com with current apartment availability.
Develop strong rapport through quality customer service and effective communication while enforcing company and community policies.
Help ensure office is tidy and organized. Assist with printing and filing needs of other team members. Ensure keys are returned to locked boxes and are kept organized when needed.
Attend all scheduled meetings. Take Residential meeting minutes and save copies in shared folder.
Input and maintain accurate and up to date demographic information.
Assist Accounting with identifying any amounts to be billed back for resident utilities (MG&E Billbacks).
Maintain accurate records within payroll system.
Maintain a positive working relationship within the community, with employees, owners, vendors and outside agencies to help positively promote Urban Land Interests.
Assists Property Managers and Leasing Professionals, when necessary, in implementing and designing a resident retention program to include newsletters, signage, social media posts, resident referral incentive, and resident events.
Create and ensure accuracy of all lease documents.
Send weekly surveys for work order feedback.
Instill and demonstrate the Mission, Vision, and Values of Urban Land Interests to all employees, residents, and vendors.
Requirements
microsoft office
yardi
adobe
high school
college
1-3 years
Highly developed organization skills with a good attention to detail. Strong ability to prioritize responsibilities.
Availability to work weekends especially during the months of March through August.
High School degree required. College degree in business, communication, marketing or related field preferred.
Demonstrate thorough knowledge and ensure compliance with company policies and procedures.
1-3 years in Property Management, Customer Service, or Administrative related field required.
A positive attitude and the ability to work well under pressure.
The ability to effectively convey ideas, images, and goals to a diverse group of personalities.
Competence in Microsoft Office Suite including Word, Excel, and Outlook. Experience with Yardi and Adobe a plus.
Benefits
Information not given or found
Training + Development
Information not given or found
Interview process
Information not given or found
Visa Sponsorship
Information not given or found
Security clearance
Information not given or found
Company
Overview
1.36M sq ft
Property Holdings
The company owns and manages a significant portfolio of commercial and retail space.
2000 stalls
Parking Capacity
The company owns and manages nearly 2000 parking stalls across its properties.
Reshaping downtown Madison’s skyline since 1974, transforming underutilized historic buildings into vibrant modern spaces that blend preservation with innovation.
Specializes in historic adaptive-reuse and new-build projects, creating dynamic environments from fire stations to premium office towers.
Focuses on long-term investments in quality environments and strong tenant relationships, prioritizing durability over short-term gains.
Signature projects include Tobacco Lofts, SEVEN27 waterfront apartments, Block 89 mixed office & retail, and impactful renovations like Tenney Plaza and US Bank Plaza.
Culture + Values
Building strong, collaborative relationships
Driving innovation in urban development
Committed to high ethical standards
Sustainability as a core value
Excellence in design and execution
Fostering inclusivity in the built environment
Environment + Sustainability
By 2040
Net-Zero Carbon Emission Target
The company aims to achieve net-zero carbon emissions by the year 2040, marking a significant commitment to combating climate change.
Designing projects with sustainable, energy-efficient technologies
Implementing green building certifications such as LEED
Minimizing environmental impact through resource conservation
Commitment to environmental stewardship in urban spaces
Inclusion & Diversity
Supporting a culture of inclusion and respect for diverse perspectives
Ensuring equal opportunities for career advancement for all employees
Promoting gender equality in the workplace
Tracking and increasing female representation in leadership roles