Receptionist – Parkmerced

Supports the property’s marketing, leasing, and renewal strategies to achieve occupancy, revenue, and resident retention goals by preparing resident lease files and related lease and the requirement documents, entering lease data into the property management system, preparing lease documents for signing, and performing other administrative tasks.

Responsibilities/Essential Job Duties

  • Manage and maintain all conference room schedules for meetings.
  • Answers, screens and directs telephone calls; relays messages.
  • Prepares resident lease files by coordinating with leasing professionals on move-­in dates, rent rates, and lease terms, prepares the lease and lease addendum in accordance with the Company’s and the  property’s established lease documentation, and gathers, reviews, and assembles all documentation required to meet the audit standards for resident lease files.
  • Assists leasing professionals in scheduling and conducting the lease signing meeting and move-­ins,  scheduling  and  confirming  lease  appointments  with  current  and  prospective residents, and attending lease signing meetings to assist in completing all  required documentation. 
  • Maintains current and historic resident lease files by creating a filing systems for easy and convenient  storage and retrieval, updating resident records as needed to document  resident transactions and communications, providing for security in the storage of records  and  files,  and complying  with the Company’s policies and procedures related to file storage and record keeping.
  • Supports leasing and marketing efforts by  preparing brochures and community  information for distribution to prospects, preparing follow-­up and sales correspondence  to  prospective  residents,  and  providing  administrative  support  as  needed to the leasing professionals.
  • Completes administrative and lease-­related data entries in the property management systems  (Yardi/On-­Site), enters resident data, move-in date, lease term, rental rates,  concessions, and other critical resident data in a timely fashion, and provides reports and  other  systems  data  to  support  leasing and marketing efforts as required. 
  • Participates in leasing efforts by greeting and welcoming prospective residents, completing  Guest  Card  and  qualifying  prospective  traffic,  showing  apartments,  closing, and completing the rental application and credit screening process.
  • Completes market surveys, competitive shops, and monitors ILS as directed
  • Responds quickly and courteously to resident and client/owner concerns and questions, and takes  prompt  action  to  solve  problems  and/or  document  and  convey  resident or other requests to the appropriate individual(s).
  • Completes various accounting, financial, administrative, and other reports and performs other duties  as assigned or as necessary. 

Organizational Responsibilities

  • Follows established policies and procedures by monitoring and ensuring compliance with regulatory requirements, organizational standards, and operational processes related to area(s) of responsibility and reporting violations or infractions to appropriate individual(s).
  • Practices proper safety techniques in accordance with Company, property, and departmental policies,  procedures, and standards by immediately reporting any mechanical or electrical equipment malfunctions, employee/visitor/resident injuries or accidents, or other safety issues to appropriate individual(s).
  • Identifies areas for improvement and offers suggestions to improve the property’s efficiency,  profitability, and productivity. 
  • Keeps abreast of current changes in technology, leasing and sales tools, processes, and standards within the industry and area(s) of responsibility by attending internal and external training programs and by accessing other sources of information, and applies knowledge and practices to area(s) of responsibility.

Qualifications

  • Demonstrated ability to read, write, and communicate effectively to comprehend and complete legal  documents, sell and explain apartment features, and answer questions. 
  • Demonstrated proficiency in word processing, property management applications (preferably Yardi and/or On-Site), and spreadsheet management programs in order to complete required reports and employment documents.
  • Proficiency  and  fluency  in  using  the  internet  for  marketing,  advertising,  and  sales-­related circumstances, including using Craigslist, Google and other search engines, and  navigating  the  internet and websites. 
  • Strong organizational skills  and  attention to detail to  produce error-­free documentation  and create orderly systems and processes.
  • Basic  knowledge  of  leasing  process  and  of  documentation  requirements  associated  with resident leases (preferred).
  • Excellent customer service skills to be able to interact effectively with a diverse group of people, stay calm under pressure, and provide cheerful assistance to others.

Physical Activities

  • Must be able to stand for up to 8 hours a day.

Education and/or Experience

  • High school diploma preferred.
  • 2 years’ experience in high end residential, sales, or hospitality concierge services.
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