OCCUPANCY SPECIALIST

Title: Occupancy Specialist

Department: Sterling Asset Management Company (SAMC)

Reports to: Community Manager

Location: Windmere I & II & Walnut Terrace

Status: Full-Time

FLSA Status: Non-Exempt

Housing: No housing available

JOB SUMMARY:

Selling the value of the community features as they relate to the individual customer needs by performing all leasing activities, conducting community tours, processing applications, and preparing leases.

ESSENTIAL FUNCTIONS:

• Possess a customer-focused attitude to ensure we are providing an amazing living experience for our residents. Your success is driven by the relationships you build.
• Designs and executes marketing activities, including content generation to use in creative marketing and social media campaigns to increase community traffic and generate online reviews.
• Research current market and competitor conditions that may impact the community’s occupancy and sales results.
• Achieve occupancy and individual sales goals by following up with potential and current residents through emails and calls.
• Contributes to operational and company goals through leasing and resident retention programs, including planning resident events.
• Strong leasing and marketing efforts.
• Review and process all resident notices pertaining to recertifications.
• Process annual recertifications within established timelines.
• Maintain a property waiting list in accordance with the property's Tenant Selection Plan.
• Ensure applications for housing are processed in accordance with the properties' Affordable Housing Covenants.
• Work cohesively with Resident Services Staff.
• Designs, implements, and manages appropriate resident programs and is responsible for their ongoing success.
• Assist in scheduling and conducting lease signing meetings and move-ins.
• Complete administrative and lease-related data entries in the property management system.
• Responsible for prompt and positive response to requests from property tenants, for the implementation of ongoing contract programs, to constantly assess tenant needs and to ensure problems are being solved promptly, and to the mutual benefit of the tenant and the properties.
• May be engaged in the selection of contract services, vendor negotiations for service agreements, and day-to-day monitoring of vendor performance to assure full compliance with standards established within the respective service agreements.
• Involved in the administration of all tenant leases to ensure full compliance with lease provisions. May also participate in the timely determination of escalations, the timely collection of all rents, and in appropriate action to lease available space within the buildings.
• May handle tenant requests and dispatch work orders.
• Ensure all property and tenant files (digital and physical) are prepared and maintained in an orderly, logical manner.
• Conduct regular inspections of the properties to ensure proper adherence to lease terms, including designated parking, common area maintenance, and recommend improvements as necessary.
• Prepare Tenant Notices & Communication, serve as contact for tenants, enforce collections of all past due charges while working closely with the Community Manager.
• Coordinate with site Management and Maintenance to keep vacancies in good condition for leasing and updating marketing strategies.
• Performs daily, monthly, and bi-annual property inspections, including property walks and routine inspections (i.e., vacancy, janitorial, landscaping); accompanies Property Manager on bi-annual asset review inspections, and drafts communications/documentation.
• Assists in planning and executing Tenant and Vendor appreciation events.
• Assists Community Manager and Maintenance Supervisor in responding to emergency calls or events; coordinates and assists with on-site communication and coordination with tenants, vendors, or law enforcement in response to said emergencies.
• Answers, screens, and transfers calls to voicemail, or takes messages to facilitate communications and contacts.
• Ensures that all physical aspects of the property are fully operational and safe at all times.
• Visually inspect grounds, buildings, and apartment units on a regular basis.
• Learn and operate property management software programs.
• Responsible for screening new rental applications by running credit checks, confirming employment, and prior rental. Discuss with the Corporate Office for final approval or denial.
• Prepare and serve all legal notices as directed by the Corporate Office Staff.
• Maintain and perpetuate Fair Housing policies and procedures.
• Assist with preparing the weekly leasing reporting, market survey, and monthly reports.
• Be responsible for the condition of the property, amenities, leasing office, and rent-ready units.
• Follow up daily with traffic to the property.
Effectively communicate with residents and follow up.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential function from the list above satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

REQUIRED COMPETENCIES:

• Outstanding customer service.
• Ability to interact effectively with prospects, tenants, peers, and management.
• Respond to tenants ' concerns promptly.
• Ability to perceive and solve problems with tenants.
• Must be a highly motivated self-starter with the ability to successfully maneuver within both corporate and entrepreneurial environments.
• Competent and persuasive presentation and negotiation skills.
• Requires strong verbal and written communication skills, effective organizational and problem-solving skills. Self-initiator, with the ability to problem solve.
• Requires the ability to maintain an approachable, friendly demeanor and work with competing priorities and demands.
• You may require the availability of work some nights, weekends, and occasional holidays. Regular attendance and active participation/planning at company functions and events is also required.
• Ability to maintain a calm demeanor in emergency situations.
• Attend and participate in all inspections, including: SHRA, CTACT, Fair Housing, Tax Credit, etc.
• Responsible for ensuring regulatory compliance and having a thorough understanding of the LIHTC and HUD programs.

MINIMUM QUALIFICATIONS:

• Minimum of one year of experience with multi-family leasing.
• Strong verbal and written communication skills are required, along with a hands-on management style and a thorough understanding of affordable housing and the California Landlord-Tenant Laws.
• Valid Driver’s License.

PREFERRED QUALIFICATIONS:

• Knowledge of various computerized platforms.
• Knowledge of Yardi is highly preferred.

PHYSICAL REQUIREMENTS:

The physical requirements listed are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to perform extensive standing, driving, walking, and climbing.
• Ability to sit or stand and work with hands and arms for at least eight (8) hours per day and five (5) days per week.
• Interpret and follow a variety of instructions and procedures furnished in English – written, oral, diagram, or schedule form.
• Work under pressure with changing, ambiguous priorities.
• Auditory and visual skills – Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Continuous physical activity includes frequent walking, standing, twisting, sitting, bending, lifting, reaching, kneeling, stooping, crawling, wiping, climbing, and occasionally pushing and pulling items weighing 30 pounds for distances of up to 20 ft.

EXPECTED HOUR OF WORK:

The employee will be expected to be at work during the posted office hours as scheduled.

WORK ENVIRONMENT

The work environment is collaborative and dynamic, including occasional off-site meetings, training sessions, and travel opportunities that involve working directly with residents. Employees work in shared and private spaces that encourage teamwork and communication, facilitating strong relationships within the community.

To perform this job successfully, an individual must be able to perform each essential function from the list above satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

REQUIRED COMPETENCIES:

• Outstanding customer service.
• Ability to interact effectively with prospects, tenants, peers, and management.
• Respond to Tenant’s concerns promptly.
• Provide concise reports, market data, and other documentation to ownership.
• Ability to perceive and solve problems with tenants.
• Must be a highly motivated self-starter with the ability to successfully maneuver within both corporate and entrepreneurial environments.
• Competent and persuasive presentation and negotiation skills.
• Requires strong verbal and written communication skills, effective organizational and problem-solving skills. Self-initiator, with the ability to problem-solve. Requires the ability to maintain an approachable, friendly demeanor and work with competing priorities and demands.
• You may require the availability to work some nights, weekends, and occasional holidays. Regular attendance and active participation/planning at company functions and events is also required.
• Ability to maintain a calm demeanor in emergency situations.
• Attend and participate in all inspections including: SHRA, CTCAC, Fair Housing, Tax Credit, HUD, TCAC, HCD, CFHA, HOME, USDA, RD, etc.
• Responsible for ensuring regulatory compliance and have a thorough understanding of the LIHTC and HUD programs.

MINIMUM QUALIFICATIONS:

• Minimum of one year experience with multi-family leasing experience.
• Strong verbal and written communication skills are required along with hands-on management style and thorough understanding of affordable housing and the California Landlord Tenant Laws.
• Ability to write and interpret financial budgets, reports, and correspondence.
• Valid Driver’s License.
• Pass a background check.

PREFERED QUALIFICATIONS:

• Knowledge of various computerized platforms.
• Knowledge of Yardi is highly preferred.