Leasing Manager

JOB PERFORMANCE STANDARD – Leasing Manager

SKILLS, KNOWLEDGE & PERSONAL CHARACTERISTICS:

The following attributes are desirable for job success: experience in leasing multi-family properties, industry leasing designation (NALP), computer literate, ability to communicate both verbally and in written form effectively, safety conscious, preference for sales, ability to work well under pressure, organizational skills, self-motivation and self-direction, exhibit excellent customer service attitude and a willingness to connect and build rapport with residents and prospects. Partner well with peers, supervisor, and corporate office support team. Ability to deliver superior customer service.

SUMMARY OF FUNCTIONS:

Responsible for daily oversite of the leasing team. This include delegation of daily work load. Also, monitoring leasing team’s new lease follow up and securing renewals. Responsible for reviewing all new lease files and renewal lease files to insure that all information is correct and proper required documents are included for all Leasing Consultants. Must have the ability to lead the leasing team, motivate and produce results.

Give recommendation on pricing or changes in leasing strategies. Be innovative and a cheerleader to the leasing team. Responsible for conversion of telephone and walk-in prospects to leases, resulting in maintained and increased occupancy, and the inherent responsibility to effectively communicate to existing residents and establish a successful renewal program.

Responsible for weekly/monthly leasing reports to include assisting the assistant manager in receiving and posting of rents. Also responsible for completing the market survey weekly. Assist in maintaining office administrative needs including filing, maintaining lease files according to the policy and computer records. Walk targeted vacant units and model apartment daily and freshen by light cleaning and ensuring appropriate marketing material is displayed. Responsible for mini model set up in targeted units. Identify and strive to meet the resident’s needs.

ESSENTIAL FUNCTIONS:

Duties may include, but are not limited to:

1) Marketing:

a. Respond promptly to telephone inquiries and email leads from advertising sources to generate prospective resident visits to the property. Maintain a call closing ratio of at least 30%.

b. Show and demonstrate apartments, utilizing relationship sales skills to demonstrate market ready product and availability to close on prospects. Maintain a deposit to show ratio of at least 30% or as defined by the Regional Manager per market.

c. Follow-up with prospective residents via thank you cards, emails, and telephone and enter activity into Yardi.

1. Follow up with thank you letter, written on the same day of initial visit

2. Follow up with email within 12 hours of initial visit

3. Follow up with telephone call within 24 hours of initial visit

d. Monitor telephone and walk-in and on-line traffic daily at property via welcome cards and traffic logs- and enter into the Yardi software system daily.

e. Walk model tour route and open models daily to ensure quality presentation and if necessary sparkle clean vacant show units.

f. Participate in touch up cleaning the common/amenity areas in clubhouse/offices and ensuring amenity supplies are replenished as needed.

g. Obtain lease information and complete lease applications. Conduct required screening and reference checks on prospects. Set up and maintain complete and accurate lease files including addendums.

h. Lead team with outreach marketing by visiting and connecting with local businesses.

i. Post ads on Craigslist at least three times a day along with updating Postlets and social media. j. Enter work orders into the Yardi system as submitted into the office. Call back work orders and check in with each resident to ensure the work order was completed timely and the repair corrected. Document callbacks on a spreadsheet and file work order once call is complete.

2) Lease Administration: Ensure lease file is complete and accurate prior to move in

a. Perform preliminary move-in inspection and place move-in gift in the home prior to resident move-in.

a. Perform move-in inspections with new residents and move out inspections with departing residents.

b. Review Welcome packet with new residents during move in process.

c. Maintain resident files in a neat and orderly manner according to company policy.

d. Move new residents into Yardi and move out residents in the Yardi system as directed by the Community Manager.

3) Assist with resident retention as required by Community Manager by contacting all residents on renewal expiration report each month. Maintain documenting and implementation of the Hawthorne “We Care” program.

4) Assist with resident relations:

a. Respond to incoming emails in property email daily along with returning voicemails.

b. Assist with resident problems and complaints concerning rent payments, service requests, and other matters and document pertinent information in resident file and in Yardi.

d. Assist with preparation of newsletters and promotion flyers.

e. Assist with the planning of community activities and events.

f. Attendance will be required at all resident events unless the absence has been approved in advance by the Community Manager.

6) Pass initial and annual Fair Housing Training Course and adhere to the timeline of assigned Grace Hill Vision courses.

7) Complete quarterly pop audit to be submitted to Community Manager for review.

SUPERVISORY RESPONSIBILITIES: This job has limited supervisory responsibilities that includes daily oversite of leasing team.

FLSA STATUS: Non-Exempt

ORGANIZATIONAL RELATIONSHIP: Reports directly to the Community Manager. Works with community team members including the Regional Manager, corporate support team, staff members of other sister communities, outside vendors and service providers.

OTHER REQUIREMENTS:

Hours of Work: 9:00am /6:00pm Monday through Friday. 10:00am. to 4:00pm on Saturday. Extended hours may be required at certain locations. Time must be entered daily. Schedule may vary according to individual property and Community Manager. Hours approved by Regional Manager. Should a leasing team member need to be out of the office, the senior leasing manager is responsible for finding coverage for the shift.

Travel: Overnight travel may be required for annual conference and other training/company events.

Transportation: Must have a reliable vehicle to perform various management tasks and errands. Must have proof of liability insurance for same.

Bondable and Valid Driver’s License.

AMOUNT OF OVERTIME: Limited to needs of property.

PHYSICAL DEMANDS: Must be able to perform the physical functions of the position, which may include, but are not limited to: ability to walk property, including 4 flights of stairs to complete physical inspections, deliver resident communications, and show apartments. Be able to effectively communicate with residents, staff, supervisors, and vendors. Must be able to lift a minimum of 30 lbs. to facilitate vacuuming, moving office furniture & lifting of supplies as needed.

WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation s 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 moving mechanical parts, fumes, or airborne particles, toxic or caustic chemicals, outside weather conditions and the risk of electrical shock. Occasional exposure to bedbugs or pests that is common in the multifamily industry. May need to work outdoors in climates of the region the property is located.

EDUCATION AND EXPERIENCE: High School Diploma or GED Required. Two years of college preferred. Two years of related business experience.

LANGUAGE SKILLS: Ability to read, write and verbally communicated in English.

COMMUNICATION: Must be able to communicate effectively with residents, staff, supervisors, vendors, etc.

REASONING ABILITY: Has the ability to apply common sense understanding to carry out basic written or oral instructions.

MATHEMATICAL SKILLS: The ability to add and subtract tow digit numbers and to multiply and divide with 10’s and 100’s. Ability to perform these operations using units of American money and weight measurement, volume and distance.

COMPUTER SKILLS: Microsoft Work, Microsoft Outlook, Microsoft, Excel and Yardi Voyager knowledge preferred.

PRE-EMPLOYMENT TESTING: Must pass drug test and background screening. Successfully complete pre-employment psychological and basic skills exam, including interest patterns.

RESIDENCY: Must meet requirements for residency in the community for which they have applied.

PERSONAL APPEARANCE: Dress, grooming and personal cleanliness standards contributes to the business image of Hawthorne Residential Partners. During business hours or when representing the company, you are expected to present a clean, neat and tasteful appearance. Refer to Employee Handbook for complete Personal Appearance Guidelines:

Female office associates are required to wear business suits at all times. Sleeveless blouses and tank tops much be accompanied by a jacket at all times. Dress Capri pants are acceptable during summer months; however, a suit jacket is required. All attire must be clean and neatly pressed.

Male office associates are required to wear business slacks, business shirt and tie. Shoes must be clean and polished. Ties should be of conservative nature, color and pattern. (Depending on geographical location during the summer months, June through September, it is acceptable not to wear a tie). A professional polo shirt may be worn in place of a dress shirt during these months. A belt must be worn. All attire must be clean and neatly pressed.

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