Leasing Specialist

Description

SUMMARY

The primary purpose of this position is to maintain responsibility for marketing, leasing, and creating positive relations with applicants and residents of assigned multi-family residential apartments. The Leasing Specialist performs all tasks necessary to establish and maintain a waiting list and eligibility pool to ensure adequate approved applications as vacancies occur at each assigned property.

All activities must support Advantix’s strategic goals and objectives and produce results that accomplish the goals of the overall organization.

ESSENTIAL JOB FUNCTIONS  

Primary areas of responsibility and tasks that may typically be expected include but are not limited to:

• Establishes the waiting list for each property in accordance with applicable regulatory requirements and agency policies; coordinates opening and closing of waiting lists as directed by Advantix management.

• Responds to inquiries from the public regarding applications for housing assistance and to applicants regarding status on waiting lists.

• Manages the waiting lists including ranking of applicants in accordance with established preferences; purges applications and withdraws applicants in accordance with policy and procedures.

• Establishes and maintains an eligibility pool for each assigned property assuring adequate qualified applicants to minimize vacancy turn over time of units.

• Conducts criminal background and credit reviews; secures verification documents; determines income, allowances, and deductions; calculates total tenant payment and tenant rent; completes data entry into the IT system; prepares the HUD 50058 form, the tenant lease and rent change notices. 

• Prepares lease package and coordinates move in orientation and move in process with property management staff.

• Conducts all business in accordance with Fair Housing, Americans with Disabilities Act, Fair Credit Reporting Act, and all other Federal and State laws.

• Assists property management staff in preparation of reports and resident communications.

• Performs other related duties as assigned and/or required.

BEHAVIORAL COMPETENCIES

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 sensitive topics and/or irate customers.

Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity. Uses appropriate judgment & decision making in accordance with level of responsibility.

Customer Service: Understands that all employees have external and/or internal customers that they provide services and information to; honors all the organization’s commitments to customers/residents by providing helpful, courteous, accessible, responsive and knowledgeable customer service.

Interpersonal Skills: Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; establishes rapport when working with others.

Teamwork: Cooperates with others to accomplish common goals; works with employees within and across his/her department to achieve shared goals; treats others with dignity and respect and maintains friendly demeanor; values the contributions of others.

Results Orientation: Consistently delivers required results; sets and achieves achievable, consistently complies with quality standards and meets deadlines; maintains focus on organizational goals.

Accountability: Accepts full responsibility for self and contribution as a team member; displays honesty and truthfulness; confronts problems quickly; displays a strong commitment to organizational success and inspires others to commit to goals; demonstrates a commitment to delivering on his/her public duty and presenting oneself as a credible representative of the organization to maintain the public’s trust.

Professionalism: Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions.

Qualifications

EDUCATION, EXPERIENCE AND/OR CERTIFICATION

• Bachelor’s degree in business, public administration, urban studies, human or social services or related field. Three (3) years progressively responsible related work experience, preferably within the housing industry. An equivalent combination of experience and education may be considered.
• Possession of valid Indiana Driver’s License. 

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 COMPETENCIES:

• Knowledge of or ability to learn Advantix policies and procedures, federal and state laws and regulations related to affordable, tax credit, and conventional housing programs.
• Knowledge of or ability to learn the regulations and procedures for determining eligibility and appropriate rent amounts for rental assistance programs.
• Skill in effective communications and negotiations.
• Knowledge of office practices, procedures, and equipment.
• Ability to provide excellent customer service by tending to the needs of internal and external customers, answering questions, displaying professionalism, and providing knowledge of programs to ensure customer satisfaction.
• Ability to explain Advantix policies, procedures, rules, and regulations.
• Ability to be courteous and professional when obtaining information and giving procedural directions.
• Ability to establish and maintain effective working relationships with co-workers, tenants, and the public.
• Ability to effectively manage time to set due dates, meet deadlines, coordinate appointments, and manage calendars.
• Ability to write grammatically correct and business appropriate letters and email.
• Ability to make mathematical calculations and keep detailed records.
• Ability to accurately enter information in management software.
• Ability to organize and maintain files and records.
• Ability to understand and follow oral and written instructions.

COMPUTER AND ADMINISTRATIVE SKILLS

To perform this job successfully, an individual should have advanced abilities using computer software such as MS Word, and Outlook and should be capable of using internet resources for research and developing reports.  Ability to learn other computer software programs as required by assigned tasks.

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.  

The employee’s job is intermittently sedentary.  Will use some repetitive motion of hand-wrist in using computers.  Must have normal range of vision to complete paperwork and review documentation; hearing and speech to communicate with executives, employees, co-workers, vendors, contractors, agency/company representatives, etc., on the telephone and/or in person on a frequent basis.

Work involves the normal risks or discomforts associated with an office environment.