Leasing and Occupancy Specialist

Knoxville's Community Development Corporation•Knoxville, TN

14h

About The Position

Under the direction of the Property Manager, the Leasing and Occupancy Specialist provides clerical and administrative support in the property leasing office. This position is responsible for leasing vacant apartments and day-to-day office procedures (leasing, recertifications, inspections, tenant notices). The community may have a mix of market rate / workforce units, Low Income Tax Credit LIHTC) units and/or Project Based Rental Assistance. The site must comply with all company policies and all relevant laws and regulations. All activities must support Knoxville’s Community Development Corporation’s (“KCDC” or “Authority”) mission, strategic goals, and objectives. SUPERVISORY RESPONSIBILITIES The Leasing and Occupancy Specialist is a non-supervisory position. ESSENTIAL DUTIES AND RESPONSIBILITIES The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned, as needed. Greets visitors, applicants, and residents; answer the office phone in a courteous and professional manner. checks voicemail and responds/elevates calls as needed Provides excellent customer service by responding to resident concerns, questions, and requests in a timely manner, and taking appropriate action to resolve issues. Files, organizes and maintains resident files per established file format Enters and updates information in property management software (Yardi). Reviews and updates waiting list to maintain an active applicant pool in an effort to minimize vacancy loss in accordance with related regulations. Prepares documents for lease signing meetings, court hearings, and other as directed. Schedules appointments, conducts interviews and obtains third party verifications related to annual, interim, gross rent, unit transfer, termination, initial and move-out certifications in accordance with program rules. Generates EIV reports Generates tenant correspondence letters and ensures distribution. Follows approved processes and procedures and makes recommendations to improve efficiency. Must be available to work a modified weekly schedule, including overtime and Saturdays as scheduled. Performs other duties as assigned.

Requirements

Knowledge of or ability to learn KCDC policies and procedures, federal and state laws and regulations related to affordable, tax credit, and convention housing programs.
Knowledge of or ability to learn the regulations and procedures for determining eligibility and appropriate rent amounts for rental assistance programs.
Knowledge of and proficient in the use of Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Yardi property management software.
Knowledge of office practices, procedures, and equipment.
Ability to provide excellent customer service by tending to the needs of internal and external customers, answering questions, displaying professionalism and providing knowledge of programs to ensure customer satisfaction.
Ability to explain KCDC policies, procedures, rules, and regulations.
Ability to be courteous and professional when obtaining information and giving procedural directions.
Ability to establish and maintain effective working relationships with co-workers, tenants, and the public.
Ability to effectively manage time in order to set due dates, meet deadlines, coordinate appointments, and manage calendars.
Ability to write grammatically correct and business appropriate letters and email.
Ability to make mathematical calculations and keep detailed records.
Ability to accurately enter information in Yardi property management software.
Ability to organize and maintain files and records.
Ability to understand and follow oral and written instructions.
High School Diploma or GED and a minimum of one (1) year of experience providing general clerical support in an office setting.
An equivalent combination of education and experience may be considered.

Nice To Haves

Ability to speak and understand Spanish, is desired.

Responsibilities

Greets visitors, applicants, and residents; answer the office phone in a courteous and professional manner.
Checks voicemail and responds/elevates calls as needed
Provides excellent customer service by responding to resident concerns, questions, and requests in a timely manner, and taking appropriate action to resolve issues.
Files, organizes and maintains resident files per established file format
Enters and updates information in property management software (Yardi).
Reviews and updates waiting list to maintain an active applicant pool in an effort to minimize vacancy loss in accordance with related regulations.
Prepares documents for lease signing meetings, court hearings, and other as directed.
Schedules appointments, conducts interviews and obtains third party verifications related to annual, interim, gross rent, unit transfer, termination, initial and move-out certifications in accordance with program rules.
Generates EIV reports
Generates tenant correspondence letters and ensures distribution.
Follows approved processes and procedures and makes recommendations to improve efficiency.
Must be available to work a modified weekly schedule, including overtime and Saturdays as scheduled.
Performs other duties as assigned.