Leasing & Property Administrator at Denstock Management LLC – Charlottesville, Virginia

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.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The duties listed below are typical for the position but may not be all-encompassing. Additional duties may be assigned.

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.

QUALIFICATIONS

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.

Education/Experience

• 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.

Knowledge, Skills & Abilities

• 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

PHYSICAL DEMANDS

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Work Environment & Physical Requirements

• Standard office setting. Requires sitting or standing for prolonged periods of time.
• Requires sufficient mobility to work in an office setting.
• Requires the ability to operate a variety of office equipment (computer keyboard, calculator, copying machine).
• Occasional need to lift/carry items (office equipment, deliveries, files, etc.) weighing up to 10+ lbs.

Must be able to perform the following physical activities:

• Bend
• Stoop
• Squat
• Push
• Pull
• Grasp
• Turn
• Reach Above Shoulder
• Open / Close Doors
• Filing
• Lift Boxes / Equipment
• Climb Stairs
• Store / Retrieve Supplies
• Writing / Typing

Vision, Hearing, and Speaking Requirements

• 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.

ADDITIONAL REQUIREMENTS

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.

This job description is intended to describe the general nature and work responsibilities of the position. This job description and the duties of this position are subject to change, modification, and addition as deemed necessary by the company. Employee is required to comply with supervisory instructions and perform other job duties, responsibilities, and assignments requested by supervisors, managers, or other company officials.

This job description does not constitute an employment contract between the company and any employee.

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.

• Attend company meetings when requested.
• Must pass a criminal background check and a drug test.