Leasing Support Specialist

Haven Property ManagementRole: Leasing Support SpecialistDepartment: Leasing Support SpecialistReports to: Leasing Support ManagerResponsibilities:Property Setup & Maintenance● Manage new property setups, including obtaining Direct Deposit forms, W-9s, utility documents, and coordinating with HOAs. (These should be checked daily to see if new forms have been completed)● Verify utility profit during tenant move-ins and process associated forms, including move-in forms, HOA rules and regulations, and lead-based paint disclosures.● Move In utility documents, and HOA documents are sent a minimum of 3 days prior to the tenant moving in and emailing/texting the tenant the documents have been sent out and need to be completed prior to move in● HOAs that need lease agreements are sent to the HOA 48 hours after move-in● HOA documents that do not require a lease should be submitted to the HOA before the tenant moves in, time varies depending on the HOAs time frame (varies by HOA)● Utility Profit is checked daily before and after move-in has occurred to verify the tenant has started utility set up and all required documents are completed, if not continued follow-up with the tenant is required until all steps are completed, sending utility forms if available and if applicable reaching out to the property manager.Tenant & Lease Management● Coordinate lease renewals, share completed leases with relevant parties, and follow up with tenants for signatures or questions.● Prepare and send legal notices, including rent increases, 14-day notices, and termination notices.● Assist with Section 8 paperwork submission and compliance.● Assist with entering transfer tenant paperworkInvoice Entering● Enter all vendor invoices into the system within 24 hours of approval● Verify invoice details, work order and bill entry is all correctHOA Communication● Handle HOA-related communications, including addressing fines, violations, and dues.● Provide support on HOA-related tenant issues, violations, or escalations.● Involve PM as needed.Utility Management● When the Accounting Assistant is out of the office process emailed utility bills and resolve issues with utility providers for managed properties.● Act as the point of contact for utility-related questions from property managers and tenants.● When the Accounting Assistant is out of the office, fill in for handling utility bills.Administrative Support● Monitor and process the support inbox for tenant inquiries, utility follow-ups, and internal communications.● Send PM invoice reminder emails and assist property managers with any administrative needs.● Answer and direct phone calls, ensuring all inquiries are addressed promptly.● Responds to all emails in the department related to the tasks you're assigned to within 24-48 hours (24 hours for urgent/owner/tenant communication)● Assist with Leasing Support Manager related tasks, audits and special projects when needed with meeting deadlines.Results:● Efficient and accurate completion of all property setups and tenant move-in requirements.● Seamless handling of lease renewals and timely resolution of legal and compliance issues.● Positive tenant and HOA relationships through effective communication and problem-solving.● Reduction in utility-related issues through proactive coordination with providers and tenants.● Organized and prompted the processing of support inbox and administrative tasks, ensuring no delays in operations.Requirements:● Strong interpersonal and communication skills, both written and verbal.● Exceptional organizational skills and attention to detail.● Ability to work independently and collaboratively within a team.● Ability to adapt to changing priorities and manage multiple tasks effectively.● Experience in customer service or leasing within the real estate industry.KPIs:● 100% of new property setups are completed within five business days.● All lease renewals were sent out within 24 hours of approval.● Legal notices are prepared and sent within 48 hours of the request.

Salary : $40,000 - $45,000