Leasing & Property Administrator

Denstock Management LLC•Charlottesville, VA

2d•Onsite

About The Position

Reports to: Director of Operations The purpose of this job description is to communicate the responsibilities and duties associated with the position of LEASING & PROPERTY ADMINISTRATOR (LPA). While the following information should be considered a comprehensive description of this position, it should also be noted that some responsibilities and duties may not be specifically addressed. The company embraces an “all hands on deck” philosophy - every person is expected to perform any reasonable task or request that is consistent with fulfilling company objectives. It is imperative that you review these duties, skills, and physical requirements closely and that you understand that by signing the Job Description Acknowledgement, you are verifying that you can carry out all the responsibilities, possess the skills, and demonstrate the physical abilities necessary to fulfill the job as described. JOB SUMMARY 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. EMPLOYMENT CLASSIFICATION / WORK HOURS Full-time / Hourly / Non-exempt (eligible for overtime); Non-essential; 40 hours per week. After-hours/weekend work may be required. WORK LOCATION: ONSITE ONLY (NOT ELIGIBLE FOR REMOTE WORK) Daily onsite attendance is an essential function of this position. This role does not permit remote work or telecommuting. Employees are expected to be physically present at the workplace during scheduled work hours.

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.
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.
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
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

Lead Management
Answer prospect calls.
Enter prospect information into the CRM system.
Schedule property tours.
After the tour, hand off the prospect to the onsite team.
Application Processing
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.
Renewal Management
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.
Notice to Vacate (NTV)
Enter 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.
Turn Schedule
Add all apartments 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.
Final Account Statement (FAS)
Review Move-In & Move-Out Inspection sheet (from the initial move-in), the Move-Out Inspection with pictures, and the charge sheet completed by my maintenance for each apartment.
Pull and attach vendor invoices.
Pull outstanding charges from utility portals and attach to FAS.
Complete FAS in OneSite.
Email FAS to the resident.
Save the PDF in the 'Move Out Documents' folder.
Collections
Call/email past residents with balances up to 120 days post-FAS.