LEASING ADMINISTRATIVE COORDINATOR

Volunteers of America Northern Rockies•Billings, MT

6d•Onsite

About The Position

The Leasing & Administrative Coordinator is responsible for leasing activities, including recruiting prospective residents, maintaining the occupancy waiting list, processing leasing documentation, and maintaining the software system. The position prepares lease-related paperwork from application through move-out; screens and selects applications according to Volunteers of America, HUD, and Fair Housing guidelines and requirements; inspects vacant units and coordinates with maintenance to ensure move-in readiness; and assists with annual recertifications, unit inspections, and preventative maintenance. The coordinator also welcomes prospective residents and visitors, supports resident retention programs and activities, reconciles accounts payable, helps create monthly newsletters and calendars, and provides clerical support to the Community Administrator and property staff. This is a full-time position at Magic City Terrace in Billings, Montana. The usual schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m., with occasional evening and weekend work as duties require. The position requires schedule flexibility, the ability to work 40 or more hours per week when necessary, and participation in mandatory on-call rotations. Travel is generally minimal, except for training and supervision.

Requirements

High school diploma.
At least two years of office experience.
Proficiency with computers, including Microsoft applications, calendar management, software and databases, and social media.
Effective oral and written communication skills.
Ability to maintain effective relationships with residents, employees, contractors, and the public.
Effective organizational skills, including the ability to prioritize and work under tight deadlines.
Ability to handle sensitive information with a high degree of confidentiality.
Demonstrated behaviors aligned with servant leadership and the organization's cultural values.
Ability to work a flexible schedule, including 40 or more hours per week when necessary, occasional evenings and weekends, and mandatory on-call rotations.

Nice To Haves

Bachelor's degree.
Thorough knowledge of lease terms and elderly housing policies, procedures, and regulations.
More than two years of office experience.

Responsibilities

Prepare lease-related paperwork from the application process through move-out, including housing applications, move-in and move-out information, lease files, renewal letters, and leases.
Screen and select qualified applicants in accordance with Volunteers of America, HUD, and Fair Housing guidelines, policies, procedures, and laws.
Inspect vacant units, ensure they are ready for move-in, and follow up with maintenance technicians to meet desired standards.
Assist with annual recertifications, unit inspections, and preventative maintenance.
Greet and provide information to prospective residents, family members, vendors, and guests.
Maintain resident retention programs and assist with resident activities.
Perform accounts payable reconciliation.
Assist with creating the monthly newsletter and monthly calendar.
Provide clerical support to the Community Administrator and property staff as required.
Maintain the leasing software system.