Leasing Coordinator

Portland Property Management (PPM) is a growing, family-owned property management company centered out of North Portland. We are looking to expand our staff with a new Property Management Leasing Coordinator.

About the company:

With a focus on ethical property management, we take the time to assure our tenants and homeowners receive the highest quality of services. We manage a variety of rental properties with a portfolio of ~350 units ranging from character-rich single family homes, small multiplexes, to high-end properties throughout the greater Portland Metro Area.

We set ourselves aside by giving every situation the extra attention and thought it deserves. Our goal is to assure our tenants and homeowners are receiving a uniquely attentive and comfortable experience with renting in Portland. As our next Leasing Coordinator, you can expect a dynamic week that will look different from your average, corporate, paper-pushing role.

Our small team will always be present to help you navigate your work. We are a supportive and caring group who works closely with one another throughout the work day in all aspects of our operations.

At Portland Property Management, we put People first.

About the position:

You will be stepping into a full-time Leasing Coordinator role. Your primary focus will be supporting the daily operations of our growing property management company with high attention to customer service, communication, time management, and organization; all through the lens of ethical property management. Your work day will be different each day, with the core responsibilities listed below. This position requires flexibility with a combination of in-office and field work. The job duties will evolve with the position.

Responsibilities Include:

• Establish and maintain positive relationships with tenants, homeowners, and vendors with high observance of customer service in all communication.
• Scheduling and conducting showings, fielding new inquiries, and updating/organizing guest cards ensuring every prospect has been emailed, called, and texted with notes taken on correspondence as needed.
• Supporting Leasing Manager with the application screening process and ensuring successful tenant move-ins, including gathering all necessary items from incoming tenants required before move-in.
• Office administration including; processing invoices, responding to/forwarding emails and phone calls, data entry, filing, preparing bank deposits, paper filing, office supplies inventory, and seasonal projects.
• Supporting Marketing Manager in marketing of vacant and occupied properties, taking videos and photographs of properties, and writing marketing listings of available units.
• Conducting move-in walkthroughs documenting the condition of the home at the time of move-in with high attention to detail.
• Supporting the maintenance department with generating unit inventories, move-in and renewal inspections, and maintenance projects as needed.
• Document and form creation via Tenant Tech and Appfolio (e.g. renewal agreements, rental agreements, execution agreements, etc.).
• Processing and depositing incoming rents and other checks received at the office.
• Checking dropbox and PO box daily. Sorting and processing incoming mail.
• Printing and stuffing outgoing mail with fine attention to security and confidentiality.
• Scanning and uploading renters and homeowners insurance, following up when needed.
• Tracking and setting up interim utility billing for vacant properties and helping to resolve utility issues for current/incoming tenants.
• Frequent out of office trips including daily bank and post office trips as well as frequent property visit, lockbox coordination and other out of office errands as needed.

Requirements:

• This is an in-office/in the field position, Monday - Friday, 8 hour shifts with a 30 minute lunch break. Some flexibility for showings will be required.
• At least 2-3 years of experience in property management or equivalent office experience. Candidates with transferable experience and skills will also be considered.
• Self motivated with a fine attention to detail and knack for organization - this role involves a lot of self managed paperwork, data entry, and deadline tracking.
• Ability to cross over on tasks while displaying confidence working independently.
• Strong verbal and written communication.
• Ability to work under pressure and handle sensitive or difficult situations.
• Ability to learn new programs (Google Suite, Appfolio, TenantTech, Notion, and Trello knowledge is a plus).
• Ability to work in a fast-paced environment, balancing multiple projects and embracing change, while resolving issues under tight timeframes & conflicting deadlines.
• Must pass a criminal background check.
• Must have a current driver’s license and working vehicle including auto insurance that can be used for work. Company will reimburse all miles driven for work at federal mileage rate.

Compensation:

• Employee will be provided with company cell phone for use during business hours.
• Salary to be determined, based upon experience - starting range at $44,000 - $47,000 annual salary
• Health, vision, and dental insurance with employer covering 50%
• Paid personal time off for vacation and sick time
• Paid holidays off
• Simple IRA with employer match up to 3%
• 8 allotted remote/flex day