Records Management Assistant Jobs in Mobile, AL (NOW HIRING)

Company: Caliber Living
Position: Community Assistant
Location: Mobile, AL
Community: Ivy Row at South
Job Status: Part-time
Job Type: Non-exempt / Hourly
Compensation: $12.00 per hour
Reports to: Community Manager

POSITION SUMMARY

The Community Assistants primary responsibilities include, but may not be limited to, assisting residents with customer service items, general office upkeep, marketing outreach on campus or with local businesses, taking prospective residents on tours and leasing, whether its to a new prospect or renewing a current resident. Community Assistants will likewise be responsible to assist the Community Manager, Assistant Manager or Leasing Manager as directed.

UNIVERSAL COMPETENCIES

SERVICE

• Initiative: Maintains a proactive and positive mindset; Is goal oriented and knows how to get results.
• Customer and Quality Focus: Consistently works for his/her customers and the company; Cares about the quality of work and service provided.
• Service Safety: Conducts day to day activities in such a way that Safety for self and others is valued and observed; Provides a safe atmosphere for customers and business partners.

INTEGRITY

• Professionalism: Demonstrates ethical behavior and honesty at all times.
• Level of Dependability: Maintains punctuality and acceptable attendance record; Accepts responsibility for his/her own actions; Willingly adapts to changes in the organization.
• Adherence to All Company Policies and Procedure: Has knowledge of the established policies and procedures and shows willingness to abide by them.

TEAMWORK

• Cooperation: Works well with other associates/departments and collaborates effectively in team situations to improve overall performance.
• Cohesion: Demonstrates concern for and about the customers and works to effectively partner with others to achieve success.

RESPECT

• Adaptable: Creates an atmosphere that supports the open expression of ideas; Is open, professional and approachable.
• Communication: Effectively communicates thoughts and concepts in a courteous and professional manner; Provides helpful feedback and coaching; Shows interest and is attentive to the suggestions of others.
• Courtesy: Maintains a friendly and professional demeanor that exercises proper behavioral etiquette and looks to encourage and serve both customers and co-associates.

FINANCIAL RESPONSIBILITY

• Innovative: Demonstrates efficiency and creativity; Looks for better, faster and more efficient ways of doing things; Handles challenges/obstacles with a positive outlook.
• Performance: Exhibits a well-organized and timely approach to achieve desired results; Aligns resources to meet the needs of the community.
• Fiscal Safety: Concerned for the financial well-being of the company by compliance to safety procedure; Aware of liability concerns.

FUN

• Passion: Enjoys the work being performed and demonstrates a pleasant demeanor on the job; demonstrates initiative and a desire for success.
• Entrepreneurial Spirit: Exhibits behavior that is consistent with the Vision, Mission and Values of the Company; Makes working environment enjoyable for self and others.

JOB SPECIFIC COMPETENCIES

• Perform all tasks related to renting apartment homes including generating traffic, responding to telephone and internet inquiries, greeting prospective residents, touring prospective residents throughout the property, qualifying prospects and closing the sale by obtaining a rental signed lease and a guarantor, deposit, or surety bond if needed.

• Visually inspect the entire property daily for cleanliness. Inspect and touch up model units.

• Process rental applications, obtain required documents, schedule move-ins and prepare all lease file documents.

• Maintain lease files per policy and procedure.

• Accurately record traffic from all sources daily.

• Convert minimum of 30% total traffic to leases.

• Follow-up with prospective residents in the leasing pipeline once every 24-48 hours via phone, text message, and email, including an initial phone call within 24 hours of their tour.

• Assist with planning and implementation of community marketing plan to generate traffic.

• Outreach marketing on a weekly basis to campuses, local businesses, and student organizations.

• Maintain leads and contacts. Build relationships with student influencers.

• Pickup trash off ground, operate trash compactor when necessary and if called for, carry cleaning supplies and/or vacuum up/down stairs to apartment homes and clean apartment to bring it up to resident ready standards.

• Assist with after hours lock outs and service calls if necessary.

• Document all occurrences which need the Community Managers attention.

• Record resident service requests accurately and in detail to assist the service team in the timely completion of all requests.

• Schedule and inspect apartments for turnkey service.

• Receive and acknowledge resident notices and prepare files.

• Assist in lease renewal procedure by:

  • Complete lease renewal and submit to Community Manager for approval.

  • Continual contact with each resident by phone, text, email, personal visits etc. 30-45 days after move-in and throughout the lease term.

  • Send renewal letters to those residents unable to be reached by phone.

  • Generate new leases and all applicable addendums.

• Assemble move-in packages.

• Keep market survey of competitor rates up-to-date at least weekly and visit competitors once to twice a semester.

• Follow competitors on social media to update management with any information relevant to the market surveys.

POSITION QUALIFICATIONS

Education

High School Graduate or General Education Degree (GED)

SKILLS & ABILITIES

Computer Skills

Basic knowledge of various computer software programs.

Working knowledge of Social Media platforms.

WORK ENVIRONMENT

The work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices, meeting and training rooms and residences or commercial vehicles. The work area is adequately lighted, heated, and ventilated. On occasion, the incumbent may be exposed to dirty and/or hazardous conditions when inspecting vacated units