Reports To: Property Manager or Senior Property Manager
FLSA Status: Non-exempt
Approved By: Dwelling Place Officers
Approved Date: June 1, 2008
Summary Perform lease administration functions, office management, and resident services for assigned properties. Provide complete and accurate administrative support for property and blended management (integration between property management and support services) in accordance with fair housing laws.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
Prepare, organize, and maintain general office including data entry; maintenance of resident and misc. files; obtain proper signatures; preparation and distribution of correspondence; and events. Duplicating, filing, faxing, mailing, and message delivery when necessary.
Provide reception at the front desk, take telephone calls, and assist visitors (sign in and out), applicants, and residents. Respond promptly to requests or complaints, directing to other staff when appropriate.
Interviews prospective residents to ascertain needs/wants and qualifications. Provides marketing information, shows a rent-ready model, and requests application completion. Prepare application packets, process incoming applications, and maintain past application files, including releases, verifications, and compliance forms.
Maintain applicant and current resident transfer waiting lists, move-in/move-out list, parking-list, and other appropriate resident or property data.
Set up, maintain, and update lease files in an organized and accurate manner. Prepare lease packages for move-ins. Schedule move-in appointments and orientations.
Receive rent checks from and issue receipts to residents. Prepare bank deposits, including taking deposits to the bank and returning receipts. Post all payments to ledger cards and property management software.
Proficient in the use of property management software.
Obtain certification forms from residents (checklist and release forms) and verify forms are properly completed. Assist in processing the correct verification forms and obtain resident signatures once certification is completed. Enter data into property management software programs as appropriate.
Schedule extermination service dates with a contractor and prepares notices to residents. Inspects premises and residences for safety, security, maintenance, cleanliness, and curb appeal.
Prepare property and resident notices (inspections, work orders, rent increases, late notices, passes, etc.), and update security, or other staff as appropriate, on any pertinent information. Maintain contacts with any local agencies.
Prepare and/or review security reports, monitor cameras, and/or physically inspect premises. Prepare lease violation notices and files for attorney court cases as directed.
Coordinate purchase of office supplies maintains supply levels and oversees receiving and shipping. Call for service on office equipment.
Generate work orders in property management software to submit to maintenance. File completed work orders in property management software.
Keep a calendar for staff or partners on-site community room and/or meeting facilities.
Supervisory Responsibilities This job has no supervisory responsibilities.
Competencies To perform the job successfully, an individual should demonstrate the following competencies:
Marketing Skills - Achieves marketing goals; Overcomes objections with persuasion and persistence; Initiates new contacts; Maintains customer satisfaction; Maintains records and promptly submits information.
Use of Technology/Equipment - Demonstrates required skills; Adapts to new technologies or equipment; Troubleshoots technological problems; Uses technology/equipment to increase productivity; Keeps technical skills up to date.
Job Knowledge - Competent in required job skills and knowledge; Exhibits ability to learn and apply new skills; keeps abreast of current developments; requires minimal supervision; Displays understanding of how job relates to others; Uses resources wisely.
Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem-solving situations; Uses reason even when dealing with emotional topics.
Cost Consciousness - Develops and implements cost-saving measures; Contributes to profits and revenue.
Quantity - Meets productivity standards; Completes work in a timely manner; Strives to increase productivity; Works quickly.
Safety and Security - Observes safety and security procedures; Reports potentially unsafe conditions; Uses equipment and materials properly.
Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
General Competency - To contribute to the Dwelling Place mission, each employee must possess skills beyond the technical requirements for the position. An employee must also demonstrate the ability and capacity to work with others in a manner that fosters trust, cooperation, and a positive team esprit de corps. Dwelling Place expects each employee to maintain high ethical standards in their interactions with customers, other staff, vendors, and the public generally. Dwelling Place employees are also expected to be dependable, to be respectful of others, to use sound judgment, to seek out new opportunities for learning, and to communicate effectively with others.
Employees must abide by all Dwelling Place policies including but not limited to the Dwelling Place Code of Ethics and personnel policies.
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.
Education and/or Experience Associate's degree or two or more years of related experience and/or training.
Language Skills Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of the organization.
Mathematical Skills Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
Reasoning Ability Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Computer Skills To perform this job successfully, an individual should have knowledge of Property Management Software; Database software; Internet software; Excel; Outlook; and Word.
Professional Licenses, Certificates, Registrations Valid Michigan Driver's License
Other Skills and Abilities Proficiency in languages in addition to English is helpful.
Other Qualifications Occasional travel required.
Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to sit and reach with hands and arms. The employee is occasionally required to stoop, kneel, crouch, or crawl and taste or smell. The employee must regularly lift and /or move up to 10 pounds, frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.
Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.