Leasing &Property Management Coordinator

Published: 6/14/2022

Real Estate

Job Description

The Leasing & Property Management Coordinator is responsible for supporting the daily leasing, resident, and property management operations of the company. This position manages prospective tenant inquiries, property showings, rental applications, new listings, move-ins, move-outs, lease renewals, occupancy changes, and administrative property management functions.

The position requires strong organization, communication, attention to detail, timely follow-up, and accurate recordkeeping in AppFolio. The coordinator will communicate regularly with prospective residents, current residents, vendors, onsite managers, and other members of the property management team.

Essential Duties and Responsibilities

Leasing & Daily Operations

Check and respond to guest cards in AppFolio.
Schedule property showings for prospective residents.
Create guest cards for telephone inquiries.
Process rental applications.
Respond to leasing emails, messages, and telephone inquiries.
Clear or close guest cards for rented units.
Process application fee refunds when applicable.
Notify applicants who are not selected.
Check the office voicemail system regularly.
Return calls or forward messages to the appropriate team member.
Monitor office email and telephone communications throughout the business day.
Maintain timely and professional communication with prospective and current residents.

New Unit Listings & Marketing

Review available units and prepare them for marketing.
Conduct rental market comparisons and prepare comparable rental information.
Obtain management or ownership approval for rental pricing.
Take marketing photographs of available units.
Edit and upload property photographs into AppFolio.
Review and update rental advertisement descriptions.
Update rental guideline forms as needed.
Publish rental advertisements through AppFolio.
Post approved rental advertisements on Craigslist.
Coordinate Zillow listings with Amar.
Monitor active advertisements for accuracy.
Remove rental advertisements promptly once a unit has been rented.

Rental Application Processing

Review submitted rental applications for completeness.
Obtain and organize required applicant documentation.
Maintain accurate application records in AppFolio.
Communicate with applicants regarding outstanding information.
Document application decisions appropriately.
Refund application fees when required.
Notify applicants who are not selected in accordance with company procedures and applicable requirements.

Move-In Coordination

Confirm receipt of the holding deposit within 48 hours.
Verify that required certified funds have been received.
Remove rental advertising after the holding deposit is received.
Send the Welcome Home packet to the incoming resident.
Send instructions for establishing the resident's AppFolio account.
Mark the account "Certified Funds Only" in AppFolio when required.
Prepare the lease agreement and required addenda.
Send lease documents for electronic signature.
Monitor completion of all required lease signatures.
Enter move-in charges into AppFolio.
Verify that required utilities have been transferred into the resident's name.
Verify receipt of required renters insurance documentation.
Prepare required move-in forms and reports.
Upload move-in photographs and documentation into the appropriate resident or property file.
Send completed move-in documentation to the resident.
Maintain complete and accurate electronic move-in records.

Move-Out Coordination

Enter the resident's scheduled move-out date into AppFolio.
Send the move-out packet electronically.
Mail a physical move-out packet when required.
Schedule a pre-move-out inspection when applicable.
Coordinate and document the return of keys, remotes, and other property-issued items.
Document unit conditions, damages, and photographs.
Maintain appropriate move-out documentation in AppFolio.
Forward the completed move-out file for security deposit accounting and disposition.

Renewals & Occupancy Changes

Prepare lease renewal agreements and related documentation.
Send renewal documents to residents for signature.
Follow up on outstanding renewal signatures.
Enter updated rental charges and other approved charges into AppFolio.
Process approved occupancy change documentation.
Add or remove residents from AppFolio as authorized.
Update lease records and resident files following occupancy changes.
Verify that completed documents are properly stored in the resident file.

Property Management Support

Schedule approved maintenance and work orders.
Coordinate appointments and access with residents and vendors.
Upload renters insurance Certificates of Insurance and related documentation.
Monitor and follow up on expired renters insurance policies.
Complete tenancy verification requests.
Coordinate with approved vendors as needed.
Communicate with the Delaware onsite manager regarding property-related matters.
Document relevant resident, vendor, and property communications.
Assist management with general property operations and administrative projects as assigned.

Operational Reporting

Regularly review and monitor:

Vacancy reports.
Renewal reports.
Renters insurance expiration reports.

Identify items requiring follow-up and communicate outstanding matters to the appropriate team member or manager.

Compliance & Risk Management Responsibilities

The Leasing & Property Management Coordinator is expected to follow all company procedures and applicable housing requirements. Responsibilities include understanding and properly following procedures related to:

Fair Housing requirements and California Apartment Association Fair Housing training.
Rental application processing and applicant documentation.
Application denial documentation.
Security deposit refund and accounting procedures.
Posting and serving resident notices.
Lease violation documentation and procedures.
Resident complaint documentation and escalation.
Proper handling of resident and applicant records.
Consistent documentation of communications and property-related activity.

Employees are expected to apply company policies consistently and escalate questions involving legal, Fair Housing, lease enforcement, or resident disputes to management when appropriate.

Required Skills and Competencies

Strong organizational and time-management skills.
Excellent written and verbal communication.
Ability to manage multiple properties, applicants, residents, and deadlines simultaneously.
Strong attention to detail and documentation.
Professional customer-service skills.
Ability to handle confidential resident and applicant information appropriately.
Ability to follow established policies and procedures.
Ability to communicate effectively with residents, applicants, vendors, onsite personnel, and management.
Ability to prioritize urgent matters while maintaining routine daily responsibilities.
Comfortable working independently and following through on assigned tasks.
Working knowledge of leasing and property management processes.
Proficiency with AppFolio or the ability to learn property management software quickly.

Performance Expectations

The employee is expected to:

Respond to leasing and resident communications promptly.
Maintain accurate and complete AppFolio records.
Follow up consistently on outstanding applications, leases, renewals, insurance documentation, and property matters.
Complete assigned tasks within required deadlines.
Maintain professional communication with residents, applicants, vendors, and coworkers.
Follow Fair Housing and company compliance procedures at all times.
Notify management promptly when an issue requires additional approval, legal review, or escalation.

Additional Responsibilities

This job description is intended to describe the primary responsibilities of the position. Duties may change based on property needs, staffing requirements, regulatory requirements, and company operations. Additional related duties may be assigned by management as necessary.