Summary: Shows and leases apartments to prospective tenants establishing a friendly, positive and professional image of self, and the property by performing the following duties.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
Interviews prospective tenants and records information to ascertain needs and qualifications.
Accompanies prospects to model apartments and discusses size and layout of rooms, available facilities, such as swimming pool and saunas, location of shopping centers, services available, and terms of lease.
Completes lease form or agreement and collects rental deposit.
Inspects condition of premises periodically and arranges for necessary maintenance.
Compiles listings of available rental property.
Composes newspaper advertisements when assigned.
Answers telephones and distributes calls accordingly.
Greets prospects in person and over the telephone in a courteous and professional manner. Greets prospects in person by approaching while prospect enters entrance to office.
Provides rental and neighborhood information to new prospects.
Reviews availability list routinely for current move-ins, pending move-outs, and vacancies.
Responsible to comply with all Fair Housing guidelines.
Prepares traffic reports, shopping comparisons, and market surveys for review by Leasing Director and Community Director and/or Regional Property Director.
Maintains leasing files as directed in policies and procedures manual.
Assists management team in obtaining objectives and completing projects as directed.
Continues to improve knowledge in leasing and marketing by attending educational seminars, classes and courses offered by local apartment organizations.
Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Job Responsibilities:
Financial
Demonstrate ability to understand financial goals, operate asset in owners best interest in accordance with Policies & Procedures Manual.
Maintain accurate records of all community transactions and submit on timely basis (i.e., rent rolls, delinquency reports, move-in/move-outs, etc.).
Prepare annual budgets and income projections in a timely and accurate manner.
Ensure that all rents and late fees/check charges are collected, posted and deposited in a timely manner.
Generate necessary legal action, documents and process in accordance with State and Company guidelines.
Provide constant vendor/contractor communications concerning scheduling, billing, vendor relations and certificates of insurance.
Ensure that A/P invoices are submitted to the corporate office for payment, handle petty cash and all funds.
Leasing
Ensure property is rented to fullest capacity.
Utilize marketing strategies to secure prospective residents.
Confirm that leasing staff techniques are effective in obtaining closing.
Confirm that leasing staff gather information about market competition in the area and file.
Continually monitor and analyze traffic logs, conversion ratios, budget guidelines, renewal information, marketing data, etc., to be able to give up-to-date and proper information when requested by others.
Represent the company in a professional manner at all the times.
Administrative
Prepare and/or implement procedures and systems within company guidelines to ensure orderly, efficient workflow.
Confirm all leases and corresponding paperwork are completed and input to software System accurately and on a timely basis.
Ensure current resident files are properly maintained.
Ensure all administrative paperwork is accurate, complete and submitted on a timely basis.
Lead emergency team for community. Ensure proper response and handling of all community emergencies with staff, residents, buildings, etc. within company guidelines to minimize liabilities (i.e., criminal activity on community, employee/resident injuries, fires, floods, freezes, etc.).
Resident Retention
Deal with resident concerns and requests on timely basis to ensure resident satisfaction with management.
Develop and/or implement resident retention programs (i.e., resident functions, special promotions, monthly newsletters, etc.).
Ensure distribution of all company or community-issued notices (i.e., bad weather, emergency, etc.).
Consistently implement policies of the community.
Personnel Management
Consistently use successful techniques and company directives to screen, hire, orient and train new personnel.
Ensure efficiency of staff through ongoing training, instruction, counseling and leadership.
Plan weekly/daily office staff schedules and assignments.
Coordinate maintenance schedule and assignments with Maintenance Supervisor.
Administer action plans consistently, and on a timely basis with performance problems. Document appropriately, communicate situation supervisor, Human Resources Director, and terminate properly when necessary.
Provide support to staff to encourage team work and lead as an example in creating a harmonious environment.
Ensure all administrative processes involving personnel are handled on a timely basis (i.e., performance evaluations, salary reviews, time sheets, change of status forms, etc.).
Maintenance
Maintain community appearance and ensure repairs are noted and completed on timely basis. This requires regular community inspections and tours.
Assure quality and quantity of market ready apartments.
Ensure that models and market ready apartments are walked daily and communicate any service related needs to maintenance.
Ensure that all service requests are recorded and communicated appropriately to maintenance.
Safety:
Learn and ensure compliance with all company, local, state and federal safety rules.
Ensure that unsafe conditions are corrected in a timely manner.
Direct staff to follow a safety first principle.
Essential Job Functions:
Experience with HUD compliance is preferred.
College degree preferred.
Certified Apartment Manager (CAM) or Accredited Resident Manager (ARM) preferred.
Position requires a minimum of 2 years on-site as a Leasing Consultant and/or Assistant Property Manager; will consider 3 years supervisory experience in a customer service related business with appropriate certification(s).
Demonstrate ability to apply principles of logical thinking to define problems, collect pertinent data, establish facts, draw valid conclusions and initiate appropriate course of action.
Effectively convey ideas, images and goals to a diverse group of personalities.
Must possess a positive attitude and the ability to smile under all circumstances.
Achieve Fair Housing certification prior to interaction with prospects or residents.
Competence in personal computer skills, keyboard, internet search, math, Microsoft Office Suite including Word, Excel, and Outlook as well as community software applications.
Knowledge of OSHA laws and regulations.
Participate in training in order to comply with new or existing laws.
Be able to work evenings and weekends.
Present self in a neat, clean and professional manner at all times throughout the workday and/or whenever present at the community.
Comply with expectations as demonstrated in the Employee Handbook.
Successfully pass a drug test.
Job Responsibilities:
Leasing
Greet prospects and qualify by covering all criteria (ask questions; utilize completed guest cards, etc.).
Immediately record all telephone and in-person visits on appropriate reports.
Files own guest cards and maintain according to established procedures.
Demonstrate community and apartment/model and apply product knowledge to clients needs by communicating the features and benefits; close the sale.
Have prospect complete application and secure deposit in accordance with the company procedures and Fair Housing requirements.
Update availability report, process applications for approvals. (i.e., credit check, rental history, etc.) Submit processed applications to the Property Manager for approval. Follow up with applicant regarding status.
Ensure apartment is ready for resident to move-in on agreed date.
Immediately follow-up on prospects that did not close and attempt to close sale again. If unable to help prospect, refer them to sister communities to meet prospects needs.
Secure new residents signature(s) on appropriate paperwork prior to move-in. Orient new residents to community.
Monitor renewals. Distribute and follow-up on renewal notices.
Assist in monitoring advertising effectiveness.
Distribute all company or community-issued notices.
Represent the company in a professional manner at all the times.
Administrative
Operate computers programmed with accounting software to record, store and analyze information.
Understand the Apartment Association lease and contracted credit report application.
Accept rental payments and post rents to the computer.
Comply with federal, state and company policies, procedures and regulations.
Record monies collected and prepare bank deposit slips on an on-going basis.
Debit, credit and total accounts on computer spreadsheets and databases using specialized accounting software.
Ensure that all proper and legal documents are received, current, accurately verified and entered into the computer from new vendors, prior to payment being processed.
Communicate with Property Manager regarding accuracy of invoices received; that purchase orders are attached and invoices are coded correctly, according to company procedures.
Ensure that all invoices received from the properties are approved, entered and paid within a timely manner.
Access computerized financial information to resolve vendor and payment disputes.
Check figures, postings and documents for correct entry, mathematical accuracy and proper codes.
Operate 10-key calculators, copy and facsimile machines to perform calculations, produce and distribute documents.
Prepare statement of accounting notices for past residents.
Prepare, review and close financial books for assigned properties on a monthly basis.
Prepare and review quarterly and year end reports.
Provide accounting support to Property Managers.
Assist in lease transactions by typing leases, gathering applicants history and credit approvals.
Maintain accurate monthly commission sheets on leases, renewals and delinquencies for bonus purposes.
Assume Property Managers duties/authority in absence of immediate supervisor in accordance with company and community guidelines.
Provide general clerical assistance to community office
Resident Retention
Receive all telephone calls and in-person visits. Listen to resident requests, concerns and comments.
Quickly complete maintenance Service Request and inform the maintenance team. Answer questions for residents about community, repairs, rent, rules, etc. Follow up on a timely basis if unable to respond to residents on all matters.
Ensure all maintenance repairs are handled satisfactorily by contacting residents with completed Service Requests on a weekly basis.
Maintain open communication with Property Manager and Maintenance Supervisor.
Contribute to cleanliness and curb appeal of the community on continuing basis.
Assist in planning resident functions. Attend functions and participate as host for any functions as directed by the Property Manager.
Enforce policies of the community.
Neighborhood Marketing
Advise residents of referral concessions (if permitted).
Assist in placing, removing/updating banners, balloons, bandit signs, flags, etc.
Distribute newsletters, pamphlets, flyers, etc.
Assist in conducting market surveys and shop competitive communities.
Safety Responsibilities:
Learn and ensure compliance with all company, local, state and federal safety rules.
Ensures that unsafe conditions are corrected in a timely manner.
Essential Job Functions:
Experience with HUD compliance is preferred
High School Diploma or equivalent required; some college preferred.
A minimum of one year experience in a customer service related industry and one year apartment leasing experience or a combination of accounting skills/education with customer service experience is preferred.
Must possess strong attention to detail and sales ability.
National Apartment Leasing Professional (NALP) preferred.
Fair Housing Certification, willingness to obtain prior to interacting with prospective residents.
OSHA laws and regulations, willingness to obtain within six months.
Demonstrate an ability to support and contribute to community team.
Demonstrate strong oral and written communication skills.
Competence in operation of telephone, business calculator, copy machine, facsimile, personal computer/keyboard, Microsoft Office including Word, Excel and MS Outlook and community software.
Must possess a positive attitude and the ability to smile under all circumstances.
Participate in training in order to comply with new or existing laws.
Ability to work a flexible schedule, including evenings and weekends.
Neat, clean, professional at all times throughout the workday and/or whenever present at the community.
Comply with expectations as demonstrated in the Employee Handbook.
Demonstrate ability to diffuse and respond to customer concerns to avoid escalation of the problem.
Successfully pass drug test.
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REQUIREMENTS
TX Real Estate License, completed, active or In-Progress
