Resident Services and Leasing Coordinator

Job Title: Resident Services & Leasing Coordinator

Location: Port Property, Portland ME

Position Type: Full-Time

About Us: Port Property manages multiple residential communities in South Portland, ME, and Portland ME. Our properties feature stylish apartments with, historic character, and convenient access to vibrant downtown Portland. We are dedicated to providing exceptional service and creating a welcoming community that enhances the living experience for all residents.

Job Summary: We are seeking a dedicated and personable Resident Services Coordinator and leasing agent to join our team. This dual role is essential in ensuring the smooth operation of our property and delivering outstanding customer service to our residents. The ideal candidate will be proactive, organized, and have a passion for creating a welcoming environment.

Key Responsibilities:

Concierge Duties:

• Greet and assist residents and visitors with a friendly and professional demeanor.
• Manage front desk operations, including answering phone calls, responding to emails, and handling inquiries.
• Coordinate and provide information about properties, local attractions, and services.
• Coordinate with third-party vendors (e.g., housekeeping, maintenance vendors) to support resident requests and lifestyle needs.

Administrative Duties:

• Promptly respond to all verbal and written tenant and community concerns, questions, comments, or complaints, across all platforms in a professional manner.   
• Maintain accurate records of resident interactions, service requests, and package deliveries.
• Inspect and maintain assigned properties, including tour routes, amenities, common areas, and available apartments. Communicate concerns to Property Manager.
• Assist with scheduling and coordinating routine maintenance and cleaning services for shared spaces.
• Manage inventory systems and resident move-in/move-out essentials.
• Support the creation and distribution of resident communications, including newsletters, event calendars, and building notices.
• Maintain digital and physical files related to events, vendors, resident forms, and building operations.
• Prepare welcome packets and assist with onboarding new residents, including move-in coordination and orientation.
• Coordinate with the property management team to compile resident feedback and suggest improvements.
• Generate reports and updates as needed for events, resident engagement, and front desk activity.

Leasing Administration: 

• Respond, follow-up, and track all rental and tour inquiries in accordance with company policy.
• Review, list, and remove apartments on all applicable marketing sources daily.
• Process lease applications and agreements in a timely manner, including necessary follow-up, in accordance with company policy, timeframes, and Fair Housing standards.
• Manage rental and income collection to include: Rental payments, delinquencies, aged receivables, and other tenant ledger reconciliation. Post charges and process credits as needed.
• Distribute Balance Due Notices, Notices to Quit, Lease Violations, and other related documentation in accordance with local requirements and regulations.   
• Conduct unit inspections as needed/directed to confirm lease compliance.  
• Perform special projects and other duties as assigned.

Activities Coordinator Duties:

• Develop and implement a monthly calendar of events and activities for residents.
• Work with Longfellow Communications to promote events and activities through various channels, including newsletters, social media, and property bulletin boards.
• Engage with residents to gather feedback and suggestions for future events and activities.
• Collaborate with the property management team to ensure events align with the overall community goals and standards.
• Maintain an inventory of event supplies and equipment, and ensure they are properly stored and maintained.
• Foster a welcoming and inclusive environment for all residents.

Qualifications:

• High school diploma or equivalent; Bachelor's degree in Property Management, Business Administration, or related field preferred.
• Previous experience in property management, hospitality, or customer service roles.
• Strong interpersonal and communication skills.
• Conflict resolution
• Excellent organizational and multitasking abilities.
• Proficiency in property management software and Microsoft Office Suite.
• Ability to work each Saturday in addition to evenings as needed.
• A positive attitude and a commitment to providing exceptional service.

Job Type: Full-time

Pay: $25.00 - $29.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Referral program
• Vision insurance

Work Location: In person

Salary : $25 - $29