Occupancy Specialist, Windham Heights Apartments

VESTA MANAGEMENT CORPORATION•Willimantic, CT

4d•$23 - $25

About The Position

Vesta Management is seeking an affordable-housing-experienced, results-driven, customer-service-focused Occupancy Specialist to support operations at Windham Heights in Willimantic, Connecticut. The role is responsible for activities related to achieving maximum occupancy and interacting with current and prospective residents. It generally includes managing applications, move-ins, lease renewals, and annual and interim re-qualification in accordance with the community’s program guidelines. The Occupancy Specialist supports leasing, resident services, marketing, administrative operations, recordkeeping, and compliance with property-based programs, Vesta procedures, and applicable laws. The position works with residents, applicants, management, maintenance personnel, and community organizations to support resident satisfaction and the property’s financial and occupancy goals.

Requirements

High school diploma or equivalent.
Two years of related experience in property management or an apartment leasing office.
Excellent interpersonal and verbal communication skills.
Ability to work independently, stay self-motivated, and take initiative.
Ability to multitask and prioritize efficiently.
Ability to assess the nature and priority of calls and issues.
Accountability, honesty, trustworthiness, and integrity.
Professional appearance and conduct.
Adaptability and strong organizational and detail-oriented skills.
Basic math proficiency.
Successful completion of a background check and drug screen.

Nice To Haves

Experience with site-based affordable housing programs, particularly HUD and Section 8.
COS (Certified Occupancy Specialist) and/or CPO (Certified Professional of Occupancy) certification.
Experience with Yardi.

Responsibilities

Build positive, active, and collaborative relationships with residents, communities, and associated agencies.
Maintain a clean reception area and professional surroundings.
Assist management with administrative projects, phone calls, faxes, filing, typing, mailings, and rental payment processing.
Maintain accurate records of resident transactions and issue receipts as needed; may review-preview reports and confirm TRACS transmissions are ready.
Answer and direct incoming calls, ensure appropriate follow-up when team members are unavailable, and respond to resident concerns and requests in a timely manner.
Welcome prospective residents and visitors and explain the benefits of the property.
Coordinate leasing, interview prospective residents, assess their needs and qualifications, collect welcome cards or applications, and enter prospect information into the property data system.
Schedule application intakes, interviews, application processing and preparation, and distribution.
Show apartments and discuss layouts, lease terms, facilities, and nearby services.
Qualify prospective residents according to property program requirements and the tenant selection plan.
Maintain an applicant waiting list to support occupancy goals.
Calculate rent when required by property procedures, program requirements, or rent schedules.
Prepare lease documents and collect applicable reservation deposits, security deposits, and initial or prorated rent.
Conduct marketing outreach with neighborhood groups, local employers, community organizations, and other prospecting sources, with a focus on converting leads into rentals.
Conduct marketing surveys, review traffic reports, and share trends with the Property Manager.
Assist with and attend resident retention initiatives, including resident functions, promotions, and newsletters.
Assist with property communications and notices, including weather and emergency notices.
Prepare and process lease renewals, interim and annual recertifications, and other documentation required by local, state, and federal agencies; obtain required signatures.
Maintain accurate records of resident transactions and certifications and process them in a timely manner, including interim certifications and move-ins and move-outs.
Notify management when legal action may be necessary for resident non-payment or non-compliance.
Regularly process work orders, certifications, deposits, and other resident documentation in property management software.
Maintain documentation and filing systems in accordance with Vesta’s standard operating procedures.
Ensure apartments, models, and community amenities meet Vesta quality standards before showing them; report maintenance or property needs to management or maintenance personnel.
Enter work orders and service requests in the property data system and communicate them to maintenance.
Assist in achieving property financial goals.
Enforce property rules and regulations in accordance with program requirements, Vesta procedures, and applicable state, federal, and local laws.
Preserve the confidentiality of residents, applicants, employees, and the company.
Perform other duties as assigned by management.