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.

Primary Daily 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, 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.
• Sorting and processing incoming mail.
• Printing and stuffing outgoing mail with fine attention to security and confidentiality.
• Processing and depositing incoming rents and other checks received at the office.
• 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.
• Checking drop-box / PO box daily and frequent trips to the bank and post office.

Secondary Responsibilities Include:

• Supporting the maintenance department with generating unit inventories, inspections, and maintenance projects as needed.
• Supporting with document and form creation via Tenant Tech and Appfolio (e.g. lease extensions, rental agreements, execution agreements, and move-out accountings).
• Maintaining and ordering office supplies and office upkeep, including filing.
• Lockbox drop-offs and pick-ups and other out of office errands as needed.
• Assist all departments with various projects 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 and Benefits:

• Employee will be provided with company cell phone for use during business hours.
• Salary to be determined, based upon experience
• 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%
• Allotted remote/flex day

Job Type:
Full-time

Experience:

• Property management: 1 year (Required)

Ability to Commute:

• Portland, OR Required)