Leasing Administration Manager jobs in State College, PA

JOB PURPOSE: 

Manage all leasing and marketing efforts of the community.  Oversees the Leasing staff and should be able to assist the Community Manager with all day-to-day operations of leasing office. 

PRIMARY DUTIES & RESPONSIBILITIES: 

Will always include those specifically assigned by the immediate supervisor. 

• Assist the Community Manager with oversight of the leasing team and training and ensure all company standards are being followed. 

• Support Leasing Consultants in the leasing of apartments and ensure that Fair Housing guidelines are followed. 

• Maintain lease files and computer records for the community. 

• Meet regularly with Community Manager and Assistant Community Manager to discuss leasing issues and community performance. 

• Coordinate the renewal program and ensure that all residents are contacted through the renewal process. 

• Conduct a monthly market survey and recommend pricing changes. 

• Follow up with the leasing team to insure deadlines and standards are upheld. 

• Maintain the integrity of all social media outlets for community. 

• Suggest marketing recommendations and implement plan to achieve leasing goals. 

• Perform administrative duties as assigned by the Community Manager.  

Specific Responsibilities 

Daily/Weekly 

• E-mail:  Monitor community’s emails and follow-up to ensure all leads are being responded to in a timely manner. 

• Phone: Train Leasing Consultants on proper phone etiquette and monitor all voicemails are answered in timely manner. 

• Prospect Handling: Train Leasing Consultants on how to greet, tour, and lease to prospects that visit the community’s leasing office.  Leasing Manager must make sure there is always office coverage available to work with prospects. 

• Leases:  Verify all lease paperwork that is completed by Leasing Consultants.  Review all applications and approve those that meet community’s rental criteria.  Note that Entrata entry can be delegated to Leasing Consultants once they are trained however the approval is to be completed by the designated manager. 

• Entrata Data:  The Leasing Consultants enter traffic, follow up, work-orders, and leases while the Leasing Manager ensures the integrity of the Entrata data. 

• Approvals/Renewals:  Review pending leases daily and approve/execute applicable prospects in Entrata.  (Note that this should not be delegated to Leasing Consultants.)  

• Marketing: Plan and carry out all campus events, promotions, print, and online advertising.  Keep Marketing Calendar up to date with all community events, promotions, and price changes. 

• Renewal Season:  Maintain the renewal tracker as activity occurs. Delegate responsibilities of contacting current residents to Leasing Consultants. 

• Goal Board: Maintain the community’s goal board and fill in properly as leasing occurs. 

• Community Events: Regularly check in with staff to ensure all advertising and event planning is being completed. 

• Complete weekly leasing and marketing reports. 

Monthly 

Leasing/Marketing 

• Review tour route, current availability, and leasing objectives with Leasing Consultants to train on the most successful techniques. 

• Market Survey:  Complete the survey and maintain relationship with competitors.  Delegate to seasoned leasing consultants occasionally. 

• Follow-Up Program: Check Leasing Consultants’ leads in Entrata monthly to ensure procedures are being followed. 

• Complete Leasing Consultants work schedule each month. 

• Track all leasing activity, availability, and collaborate with Leasing Consultants to complete roommate matching for incoming residents. 

• Monthly Leasing and Marketing reports.

Resident and Promotional Events 

• Review leasing team schedule to ensure office coverage and all marketing needs are met. 

• Provide revisions when necessary for Marketing Calendar and ensure deadlines and documents are completed in timely manner. 

• Make sure leasing team is updating community’s website regularly and according to standards. 

• Visit the community events to support the team in their efforts.  Confirm all events are carried out as they were planned and documented by the Marketing Calendar. 

• Approve all social media communication before it is published. 

Move-Out/Move-In 

• Roommate Matching:  Work with leasing team, Assistant Community Manager and Community Manager to place residents in future apartment locations based on their roommate requests and preferences. 

• Move-in Day: Work side-by-side with Community Manager, Assistant Community Manager to plan move-in day; traffic flow, check-in process, vendor fair, and maintenance table. 

Ongoing 

• Train all staff members on proper leasing techniques and resident service. 

• Evaluate unit prices in accordance with the market and budgeted goals. 

• Oversight of resident services and activities, including supervision of leasing program. 

• Assist Community Managers in the overall operation of the property and seek training and guidance to manage the following areas and to allow for promotion: 

• Supervise and motivate leasing staff  

• Conduct weekly meetings with leasing staff 

• Ensure that the onsite staff provides the highest level of service to residents 

• Develop a marketing plan and conduct marketing reviews on a monthly basis

QUALIFICATIONS:  

• 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. 

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, percentage, pro-rations, occupancy averages, and rents per square foot. 

• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with residents in a proactive, professional manner so as to reduce conflicts and uncertainty in a relatively quick manner. 

• High degree of professionalism and demeanor resulting from previous property management or leasing experience 

• Good communication and listening skills 

• Excellent customer service and negotiation skills 

• Able to lead, manage and train others 

• Patient, even-tempered and works well under pressure 

• Able to be an effective team player and interacts well with others 

• Organized and detail-oriented 

• Firm, fair and consistent 

• Effective time management skills 

• Able to maintain confidentiality 

• Able to follow directions from a supervisor 

• Able to understand and follow posted work rules and procedures 

• Able to accept constructive criticism 

• Able to work weekends or overtime as job requires 

EDUCATION AND EXPERIENCE REQUIREMENTS: 

• Bachelor's degree (B. A.) from four-year college or university; or one to two years related experience and/or training; or equivalent combination of education and experience 

OTHER AND/OR PREFERRED EDUCATION/EXPERIENCE: 

• Knowledgeable in Microsoft Word/Excel/Entrata 

CERTIFICATES, LICENSES, REGISTRATIONS: 

• None 

BUDGET RESPONSIBILITY: 

Check (_) all appropriate functions that apply to this job.  

_ Develop the budget and/or make recommendations that affect the allocation of funds. 

_ Administer the budget and/or make expenditure decisions once the budget has been approved. 

_  Monitor the budget and/or track the budget once it has been adopted. 

X Coordinate the budget and/or participate in the data collection and organization of budget materials. 

JOB PERFORMANCE AND SUCCESS FACTOR REQUIREMENTS: (These are the quantitative and qualitative measures that this role will be evaluated and held accountable for). 

Cooperation, Influence, Teamwork & Business Relationships – 25% 

□ Collaboration & Teamwork – 20% 

□ Cooperation – 20%  

□ Customer Service – 20%  

□ Influence – 20% 

□ Internal/External Relationships – 20%  

Decision Making/Initiative – 25% 

□ Analytical & Problem Solving – 16.67% 

□ Decisive – 16.67% 

□ Practical Judgment – 16.67% 

□ Action-Oriented – 16.67% 

□ Confidence & Risk Taking – 16.67% 

□ Effort & Self Development – 16.67%  

Job Knowledge and/or Job Specific Skills – 25% 

□ Job Knowledge – 16.67% 

□ Multi-Tasking – 16.67% 

□ Reporting – 16.67%  

□ Work Quality – 16.67% 

□ Work Quantity – 16.67% 

□ Creativity & Productivity – 16.67% 

Professional/Technical/Communication Skills – 25% 

□ Ethics & Values – 14.29% 

□ Integrity – 14.29%  

□ Perseverance& Determination – 14.29%  

□ Reliability & Punctuality – 14.29%  

□ Time Management– 14.29% 

□ Approachability & Composure – 14.29% 

□ Verbal & Written Communication – 14.29%