Real Estate Investor VA with Property Manager

Looking for a VA to fill an administrative assistant role at our company.

FULL-TIME/PART-TIME

The role of a Leasing/Administrative Assistant requires high energy, a burning desire to make a real difference in people’s lives and a commitment to anticipate and exceed the expectations of our residents and customers. This diverse role combines sales, customer service and marketing to lease apartment homes and build excellent relationships with guests and residents. As a leasing consultant, you will sell the high quality community, superior amenities and first class customer service that defines Prestige Estates. The ideal candidate will be proactive in anticipating and exceeding expectations in all areas of the Leasing Consultant role.

Reports to: Property Manager/Operations Manager
Supervises: This job has no supervisory responsibilities

Leasing/Administrative Assistant are required to know and participate in all general procedures of the company.
All Leasing/Administrative Assistant are Employees and/Contractors.
Leasing/Administrative Assistant must follow the Policy and Procedures Manual
The Leasing/Administrative Assistant’s responsibility includes, but are not limited to those described in the Job Description. Additional duties or job functions that can be performed safely may be required as deemed necessary by supervisory personnel.

Job Summary:

The Leasing/Administrative Assistant sets up showings and leases apartments to prospective residents, supports property’s marketing plan and supports the property management staff in all administrative tasks.

Responsibilities

Leasing
Sell property’s products and services to prospects
Thorough knowledge of lease terms, specifications and all community policies.
Knowledgeable of required telephone and sales techniques.
Fully informed of current rental rates, sizes, locations and all amenities of property.
Maintain thorough product knowledge of the property amenities, sister properties and competitors.
Be proactive in developing and implementing effective marketing strategies to increase property
traffic and internet leads.
Convert phone calls to tours, property tours to leases and internet leads to tours and/or leases.
Ensure guest cards are complete, entered into the property management software, and follow up is completed for prospects.
Ensure leasing office, tour path, vacant apartments, amenities and general curb appeal of community is pleasing to all 5 senses and is impeccably clean, if necessary spot cleaning to maintain the high standard of which Prestige Estates is synonymous with.
Ensure the “model” (when applicable) apartments and target apartments are ready for show.
Responsible for reporting unusual or extraordinary circumstances regarding the property or residents.
Maintain and update Leasing and Property Information Handbook and Advertising Log Book.
Develop full knowledge of application information required, screening processes and policies regarding rentals.
Conduct out-reach marketing at least once per week.
Knowledgeable of current market conditions.
Maintain contact with all apartment locator services and local businesses to provide informational material. Update periodically.

Resident Relations
Develop and maintain first class customer service relationships with prospects and residents
Manage and resolve resident concerns.
Play an active role in the renewal process. Responsible for proper maintenance of all resident and property files.
Develop and maintain an on –going resident retention program under direction of Property Manager/Regional Operations Manager.
Courteous, efficient handling of resident requests and complaints.
Plan, organize and conduct resident functions as needed and as directed by Property Manager and/or Regional Operations Manager.

Administrative
Accurately prepare and be thoroughly knowledgeable with all lease-related paperwork, from the application process through move out. This includes processing housing applications, preparing move in information, lease files, renewal letters and renewal leases, completing brochures, completing move out requests, and any other forms utilized as they relate to leasing and resident relations.
Assist in acting as a Risk Manager to ensure the safety and well-being of our residents and property. This would include but not be limited to routine property inspections to look for safety hazards and potential criminal activity.
General clerical assistance including but not limited to answering phones, taking messages, managing the facilities/work orders in the property management software, filing, and ordering office supplies.
Efficient and timely processing of all required administrative forms, reports and related information.

Bookkeeping
Assist with Acceptance of rental payments and post rents to the computer.
Assist in ensuring that all invoices received from the properties are approved, entered and paid within a timely manner.
Access computerized financial information to resolve vendor and payment disputes.
Check figures, postings and documents for correct entry, mathematical accuracy and proper codes.
Assist in maintaining accurate monthly commission sheets on leases, renewals and delinquencies for bonus purposes.

Essential Job Functions:
Maintain a professional appearance and attitude at all times.
Seek educational opportunities and self-improvement for personal growth and development.
Must possess strong attention to detail and sales ability.
Demonstrate an ability to support and contribute to community team.
Demonstrate strong oral and written communication skills.
Competence in operation of telephone, business calculator, copy machine, facsimile, personal computer/keyboard, Microsoft Office including Word, Excel and MS Outlook and community software.
Must possess a positive attitude and the ability to smile under all circumstances.
Participate in training in order to comply with new or existing laws.
Ability to work a flexible schedule, including evenings and weekends.
Neat, clean, professional at all times throughout the workday and/or whenever present at the community.
Comply with expectations as demonstrated in the employee handbook.
Demonstrate ability to diffuse and respond to customer concerns to avoid escalation of the problem.
Responsible for seeking educational opportunities and self-improvement for personal growth and development.

Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Language Skills:
Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals.
Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Mathematical Skills:
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages.

Reasoning Ability:
Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations