Leasing & Property Administrator

Denstock Management LLC•Charlottesville, VA

1d•Onsite

About The Position

The Leasing & Property Administrator's primary role is to perform administrative tasks that streamline resident communication, enhance the resident experience, and effectively manage leasing inquiries for all properties in the Denstock Management Portfolio. The company embraces an “all hands on deck” philosophy, meaning every person is expected to perform any reasonable task or request that is consistent with fulfilling company objectives. It is imperative that employees review these duties, skills, and physical requirements closely and understand that by signing the Job Description Acknowledgement, they are verifying that they can carry out all the responsibilities, possess the skills, and demonstrate the physical abilities necessary to fulfill the job as described.

Requirements

Must have excellent organizational skills with the ability to prioritize and work effectively on multiple tasks in a fast-paced, demanding customer service environment.
Must provide excellent customer service while maintaining a welcoming and polite demeanor.
Must be a self-starter.
At minimum High School diploma or equivalent is required.
Must be friendly, energetic, and outgoing.
Must be flexible, a self-starter, and able to multitask.
Must work well independently as well as in a team atmosphere.
Must be able to work in a fast-paced and customer service-oriented environment.
Must be reliable and follow through on commitments.
Must be able to maintain composure in difficult situations.
Must be trustworthy (maintain confidentiality) and exercise good judgment about what to say and when.
Must be able to quickly retain new information & skills.
Must be able to read and understand training materials and apply the information to job duties.
Must be able to perform duties under pressure and meet deadlines.
Must be able to take constructive positive or negative feedback from supervisors.
Must be able to adapt and conform to change.
Must be proficient in computer programs, including MS Word/Excel.
Must be able to draft correspondence.
Requires the ability to see in the normal visual range with or without correction; sufficient to read computer screens and printed documents.
Must be able to determine colors properly (because of the color-coded CRM system).
Requires the ability to hear in the normal audio range with or without correction; needs to communicate over the telephone and in person.
Requires the ability to communicate over the telephone and in person.
All duties and responsibilities must be conducted in accordance with the Fair Housing Act, Americans with Disabilities Act, Fair Credit Reporting Act, OSHA, and all other federal, state, and/or local laws pertaining to multi-family property management.
Employee must fulfill the performance standards of this position and comply with policies, rules, and procedures of the company, including those set out in the Employee Handbook, or otherwise communicated (verbally or in writing) to employees.
Employee is required to comply with supervisory instructions and perform other job duties, responsibilities, and assignments requested by supervisors, managers, or other company officials.
The job responsibilities of this position may include cross-training in other functions or positions to ensure satisfactory operation of the property or work area.
Must pass a criminal background check and a drug test.

Nice To Haves

OneSite experience is a plus (not required). If there is no previous experience, one must be able to learn the system and show proficiency within 6 months of hire. A proficiency test may be conducted.

Responsibilities

Answer prospect calls.
Enter prospect information into the CRM system.
Schedule property tours.
After the tour, hand off the prospect to the onsite team.
Process lease applications.
Contact the applicant for missing documents.
Review the Lease Expiration Calendar to determine the lease end date.
Calculate the rent-to-income ratio for qualification.
Process screening.
Communicate application status to the applicant.
Create and send the lease packet.
Countersign the lease.
Determine rent increase based on budget guidelines, current occupancy %, and pre-leased %.
Control lease expiration timing.
Generate and send renewal offer letter and 1st reminder.
Create, send, and countersign the renewal lease.
“Close-Pending” the renewal packet.
Enter Notice to Vacate (NTV) into OneSite.
Remove the apartment from the lease expiration calendar.
Add the apartment to the Turn Schedule.
Schedule Turn Week tasks.
Send move-out letter/checklist.
Save the move-out letter in the Shared Drive.
Schedule and dispatch the Pre-Move Out and Move-Out inspections.
Add all apartments to the Turn Schedule on the day the NTV is received.
Send POs to vendors for cleaning, painting, and carpet cleaning/replacement.
Delete carpet cleaning PO and notify vendor if damage requires carpet replacement.
Send carpet replacement PO by Monday EOD.
Review Move-In & Move-Out Inspection sheet, the Move-Out Inspection with pictures, and the charge sheet completed by maintenance for each apartment.
Pull and attach vendor invoices.
Pull outstanding charges from utility portals and attach to FAS.
Complete Final Account Statement (FAS) in OneSite.
Email FAS to the resident.
Save the PDF in the 'Move Out Documents' folder.
Call/email past residents with balances up to 120 days post-FAS.
Attend company meetings when requested.