Leasing Agent

Title: Leasing Agent

Reports To: Property Manager

Department/Division: Blue Horizon Mgmt. Co

FLSA Status: Non-Exempt

Position Summary

The primary purpose of this position is to coordinate the resident application and leasing processes. The incumbent provides customer service by answering questions, reviewing submitted forms for accuracy and completeness, and communicating status updates regarding wait lists and vacancy listings. The duties listed below are intended only as illustrations of the various types of work that may be performed.

Responsibilities

Responsibilities include, but are not limited to:

• Serves as the primary contact for prospective residents. Receives and responds to inquiries (telephone and in-person) from applicants, residents, landlords, and community organizations as needed.
• Implements and coordinates the methods and procedures needed to effectively manage the leasing process and assists Property Management staff with the processing of applications.
• Ensures compliance with Agency, department, and investor objectives; federal, state, and local statues, rules, regulations, policies, and procedures; and other guidelines. Makes appropriate recommendations to improve efficiency and effectiveness.
• Monitors existing waiting lists, ensuring compliance with relevant regulations.
• Shows units; interviews prospective residents; assists prospective residents with completing application paperwork; and explains how information will determine applicant eligibility, rent to be charged, and unit size required according to applicable regulations.
• Receives official applications from potential residents; interviews applicants; verifies information received; and determines housing eligibility.
• Directs applicants in securing necessary verification and documentation of eligibility factors; and, if needed, contacts external sources for substantiation and/or clarification.
• Assists with the verification of any information presented for eligibility or rent computation and assists with resident rent calculations or retroactive rent payments.
• Informs applicants of eligibility decisions and provides information regarding next steps.
• Prepares contracts, leases, and move-in packets.
• Sends out notice of cancellation, denial or withdrawl to applicants,; processes cancellations, denials and withdrawals in the computer system.
• Maintains accurate and complete records regarding applicant, participant, resident, and tenant/landlord information in computer system.
• Manages data related to daily leasing activities and utilizes data tracking and reporting systems.
• Prepares reports on the status of applications, leasing, and occupancy.
• Prepares and maintains paper and electronic files for various programs in compliance with Agency, investor, federal, state, and local regulations, policies, and procedures.
• Assists with special projects and supports other department activities as assigned.
• Performs other duties as assigned.
  
  

Education And Experience

High School Diploma or GED required. Associate’s Degree or Bachelor’s Degree in Business Administration or closely related field from an accredited college or university preferred. One (1) year of leasing, clerical, or resident intake experience is required. An equivalent combination of education and experience may be considered.

Knowledge And Skills

• Thorough knowledge of Agency operating policies, procedures, principles, practices, and techniques; HUD regulations pertaining to low-rent housing; and services available through local social service agencies.
• Thorough knowledge of leasing agreement procedures, recertification process, and uniform physical condition standards inspections.
• Thorough knowledge and experience in a housing assistance program or social services field.
• General knowledge of Landlord/Tenant Law, procurement regulations, and Fair Housing requirements.
• Ability to accurately and completely document in writing appropriate events and activities.
• Ability to read and comprehend relatively complex material.
• Ability to establish and maintain effective working relationships with co-workers and persons outside the Agency.
• Ability to communicate on the level of the listener, recognizing when information has been misunderstood, and the ability to rectify any misunderstanding as needed when explaining Agency policies and procedures.
• Ability to interview and counsel residents and deal effectively with situations that require tact and diplomacy, yet firmness.
• Capable of managing competing demands and meeting productivity standards while handling frequent change, delays, and unexpected events.
• Ability to prepare clear and concise narrative and statistical reports.
• Ability to operate appropriate Agency computer equipment and software packages.
• Ability to communicate clearly, concisely, orally and in writing.
  
  

Supervision Controls

The Leasing Agent receives instructions from and is accountable to the Property Manager. The employee receives specific instructions regarding areas with which the employee is not familiar. The employee must set priorities in order to satisfy deadlines. Complaints are brought to the attention of the supervisor, and the supervisor is contacted by the employee for direction. In familiar, regularly occurring duties, the employee plans and carries out work activities with minimal supervision and independently resolves problems that arise. The employee's work is reviewed regularly and closely for accuracy, timeliness, and conformity to organizational policies; federal, state, and local regulations; and attainment of objectives.

Guidelines

The employee performs routine duties by following established policies and procedures, applicable reference materials, published laws, regulations, handbooks, and training materials. These guidelines cover most job-related situations. The employee may require guidance from the supervisor in situations not covered by existing guidelines, but has reasonable latitude in the performance of customary duties.

Complexity

The employee performs routine duties following established and specific Agency policies and procedures; applicable local, state, and federal regulations; traditional practices; and information from training and reference materials. The course of actions is determined by the circumstances, assessment of critical issues, supervisor input, and by established procedures and applicable regulations. The employee may coordinate, integrate, and/or prioritize tasks.

Scope and Effect

Leasing Agents are key employees in the management and operation of properties and their work affects residents, Agency profitability, community groups, and support agencies on a continuing basis. Successful accomplishment of duties by the employee enhances the Agency’s image in the community and its ability to meet its overall mission of providing housing that is decent, safe, and sanitary.

Personal Contacts

The employee's personal contacts are mostly with residents, prospective residents, coworkers, and outside service agencies. The purposes of these contacts are to obtain or provide information, plan and coordinate, and to advise, motivate, influence, or others, and justify, defend, negotiate, or resolve matters.

Physical Requirements

• Work is performed indoors and outdoors and may involve physical exertion which entails walking long distances, climbing stairs, carrying, and reaching. May also frequently stand for long periods at a time.
• Must be able to sit and/or stand for up to eight hours at a time while performing work duties.
• Must be able to bend, stoop, push, and pull in the performance of essential job-related duties (e.g. moving or carrying objects or materials).
• Must be able to use fingers bilaterally and unilaterally to operate job-related equipment.
• Must have vision and hearing corrected to be able to perform essential job functions.
• Must be able to work around various fumes, odors, and dusts.
• Must be able to perform essential job functions in an environment that will sometimes include increased levels of work-related stress.
• An employee may request a reasonable accommodation to mitigate any of the physical requirements listed above.
  
  

Work Environment

Work involves the normal risks or discomfort associated with an office environment and is usually in an area that is adequately cooled, heated, lighted, and ventilated, but also involves working outdoors during visits to housing developments, sites, dwellings, or facilities.

Other Requirements

Must possess a valid State of North Carolina or South Carolina driver’s license and regularly participate in continuous improvement and education.