Leasing Admin Assistant Jobs in California (NOW HIRING)

Job Title: Leasing Specialist

Reports To: Director of Property Management & Customer Service, Property Manager, Assistant Property Manager

Supervision Responsibility: Tenants, consultants, vendors, and admin staff, as applicable

FLSA Status: Non-exempt

General Summary: Responsible for assisting the Property Management team at Murfey Company, with leasing activities. The Leasing Specialist will interface with prospective tenants with the goal of securing tenants through new leases for the assigned property. In addition, the Leasing Specialist will be involved in retention and renewal-related activities and well as general resident relations.

Nature of Work:

• Leasing and touring prospective tenants
• Marketing available units
• Performing renewal-related activities
• Understanding the market
• Preparation of critical and/or confidential information
• Supervision of subcontractors, consultants, vendors, and admin staff, as applicable

ESSENTIAL DUTIES AND RESPONSIBILITIES

Daily Tasks:

• Inbox (mail, invoices, paperwork, contracts, filing)
• Property Management
• Scheduling
• Leasing

Weekly/Biweekly

• Marketing of available apartments, scheduling apartment showings, leasing available units
• Regular meetings to coordinate overall plan
• Site visits to assigned properties

Monthly:

• Track monthly rent rolls to minimize vacancy and ensure rent collection
• Deliver various notices, including 3-day notices, lease renewals, 30-day notices, etc.
• Follow-up with clients and potential clients
• Review property management marketing, leasing, and renewal plan and effectiveness – provide feedback and suggestions.

Help coordinate and attend various resident-retention events.

GENERAL RESPONSIBILITIES

Leasing:

• Conduct tours of apartments, to prospective tenants, with the goal of securing a lease
• Promote unoccupied units through various media and advertising techniques
• Provide accurate information on the different features of properties
• Validate application information and references
• Enforce leasing terms and complete agreements
• Keep abreast of the property market status through market studies
• Ensure proper maintenance and inspect properties & vacant units periodically

Property Management:

• Ensure timely and prompt rent collection, as directed.
• Help streamline the operations of existing rental properties
• Analyze properties under management
• Determine opportunities to save costs, increase rents, and improve cash flow
• Identify potential issues areas for improvement
• Analyze recurring operating expenses
• Track monthly rent rolls to minimize vacancy and ensure rent collection
• Manage, execute, scan, and organize lease agreements
• Site visits to properties under assignment
• Drive rent growth through strategic planning including property improvements, economic efficiencies, tenant realignment, branding, design, etc.
• Manage leasing, turnover and required improvements
• Maintain community atmosphere and image
• Day to day operations
• Manage Tenant inquiries, service request, etc.
• Oversee access control, including fob access and keys
• Document and Manage Tenant Move-In/Move-Out process, including pre-move-in and move-out inspections/photo-documentation.
• Document common area hallways, elevator, lobby etc. before and after moves to mitigate common area damage during move-ins on properties
• Oversee prompt and current payment of tenant rent and other outstanding amounts
• Minimize vacancies and turnovers
• Advertise and show available units timely and ahead of expected vacancy
• Facilitate repairs, maintenance, and work orders by working with property maintenance team
• Assist with coordination of property vendors. Provide feedback on quality
• Determine cost efficiencies
• Problem solving/conflict resolution
• Assisting with Commercial Property Management duties for Murfey Company’s commercial buildings and tenants
• Coordinate with commercial property management team to determine responsibilities listed below on a case-by-case basis:
  • Assisting with and fielding commercial service calls, if necessary
  • Dispatching Maintenance team members to commercial properties for maintenance requests with adequate instructions when necessary
  • Diagnosing maintenance issues and documenting and communicating to the appropriate maintenance technician or subcontractor

Technology (Related to Property Management):

• Determine technological efficiencies in Property Management to help improve the Company
• Help create a competitive advantage for the Company through use of new technology and process

Marketing:

• Manage marketing programs for new housing communities and projects
• Facilitate the company’s sales and marketing techniques, including but not limited to the following:
  • Help define the brand and voice of the community
  • Post and maintain social media content
  • Coordinate graphic design, marketing and printing of print documents, mailers, and company brochures
  • Create digital brochure and presentation for marketing apartment buildings
  • Coordinate updated brochures, materials, etc.
  • Work with neighboring businesses, owners, and neighbors to promote the word of mouth

Customer Service:

• Maintain a process to follow up on tenant satisfaction reports and feedback
• Coordinate positive feedback with Houzz, Pinterest, Angie’s list, Yelp, google reviews, etc.
• Manage tenant expectations and relationships to foster a positive community environment
• Streamline process to ensure follow-up with tenants and clients and proper completion of the work
• Review outstanding items and determine schedule follow up to complete items

JOB QUALIFICATIONS

• Property management/leasing experience required
• Ability to work on multiple tasks with minimal supervision, prioritize and organize workload
• Self-starter, highly motivated and easily develops rapport with people.
• Proficient in English, grammar, punctuation, and basic writing skills
• Proficient in MS Word, Excel
• Ability to exercise initiative and make decisions within the scope of assigned authority
• Must be a team player/leader
• Ability to relate well with customers, agency staff, and management and staff at all levels throughout the Company
• AppFolio or RealPage experience desired

WORKING CONDITIONS

• Frequent interaction with people, including owners, staff, governmental agencies, and consultants
• Requires extensive workdays when scheduling dictates
• Requires a weekend work schedule
• Requires walking on construction sites, with uneven/unfinished surfaces, temporary stairways, and construction debris

Note: The above statements are intended to describe the general nature and level of work being performed and are not to be construed as an exhaustive list of responsibilities, duties and skills required of personnel so classified. They do not establish a contract for employment and are subject to change at the direction of the employer.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

Murfey Company, Inc. encompasses a comprehensive group of services, driven by technology, and fueled by a passion for all things in the building industry. Murfey Company has positioned itself as a clear-cut leader when it comes to development, investments, and construction; ultimately enabling you to, “Create Your Lifestyle”. We are dedicated to providing honest and high-quality services to all our clients, investors and partners, with a focus on positive attitude, maintaining accessibility, and a commitment to excellence. We value the work hard, play hard approach to life and believe that with integrity and smart work, we all have the opportunity to create our lifestyle. The team at Murfey Company is as well rounded as our resume of completed projects. While not necessarily a prerequisite for success, the vast majority of the individuals that make up Murfey Company have completed related bachelors or masters level degree programs at well-respected universities around the country. More importantly, every single team member is experienced and a respected source for knowledge in his or her particular role at Murfey Company with dedicated project managers, site supervisors, administration and accountants, you can be assured that your project will be handled in a competent fashion. Our project managers are armed with years of experience and knowledge in a wide variety of construction scenarios. Our supervisors bring over 150 years of combined field supervision experience in both residential and commercial projects. The accounting department is well versed in the AIA format, the standard method in the construction industry, and has a proven track record of success. Additional members of the team at Murfey Company include project estimators, marketing and business development professionals, technology implementation specialists, administrative assistants, and expert tradesman.