Lease Up and Administrative Specialist

Are you looking for a position at a mission-driven, innovative organization with great benefits? If so, join Boulder Housing Partners! We are a PERA employer and offer great public employee retirement benefits, work-life balance, and flexible schedules.

We build, own, and manage affordable housing in the City of Boulder, bringing together staff and stakeholders from diverse backgrounds to accomplish a common goal.

JOB OBJECTIVE:

Under general supervision, the Lease Up and Administrative Specialist is a floating position that manages the lease up process for new construction and renovations at BHP and supports the property management department by providing high quality customer service to our clients and staff. Functions include interest list and/or waitlist management, coordination with other Leasing Specialists for the marketing, eligibility determinations, showing apartments, completing file documentation, compliance and reporting, responding to calls and emails, filling in for property manager as needed and other related property management duties as required.

DUTIES AND RESPONSIBILITIES:

1.       Manage all aspects of leasing vacant units with emphasis on new construction and renovation projects while following BHP's policies and procedures. This includes the following:

• Respond to inquiries from potential residents in a timely, professional and engaging manner via telephone and walk-ins
• Schedule appointments for apartment tours
• Drive the leasing process to exceed monthly leasing goals
• Track and enter all traffic into Yardi
• Track unit availability and unit assignment for each applicant
• Process and maintain waitlists and interest
• Process applications for housing
• Conduct landlord references
• Conduct background checks
• Check files for eligibility criteria
• Scan all documentation into File Vision upon receiving and recycle immediately
• Show available units
• Conduct pre-leasing inspections of vacant units to ensure units are ready to show and in move-in condition.

2.       Assist with the processing of all paperwork and mailings related to leasing and, recertifications and other property management duties. This includes the following:

• Process applications and recertifications, send any required notification to applicants and/or residents
• Communicate with applicants/residents about status of their application/recertification process
• Mail, fax, or email documents and track return of documents
• Review forms for accuracy and completeness. Research and obtain missing information as needed
• Organize paperwork and assist as requested
• Track traffic, enter data into Yardi software system
• Maintain organized ETR (Electronic Tenant Record)

3.  Assist property managers by:

• Holding office hours as needed
• Providing customer service in person, by phone, by email, or as applicable
• Returning calls and emails as needed
• Posting notices at sites
• Transporting payments to BHP
• File Vision scanning and accuracy

4.  Assist property managers with applicant/resident issues, including:

• Monitor rent and security deposit collection at move in
• Complete move in process with applicant/resident, including unit check in form at move in
• Assist with applicant/resident issues, requests and communications
• Working knowledge of reasonable accommodation situations under Section 504

5. Assist with all other paperwork issues, including filing and reporting requirements for the funders and program administrators.

6. Performs other administrative related duties as required by management to meet the needs of the department and BHP.

7. Collaborate with the Director of Property Management, Property Manager and Regional Property Manager on assigned tasks and special projects.

8. Train and mentor other staff members as needed, ensuring they understand their roles and responsibilities. 

9. Regular, predictable attendance is an essential function of this position.

10. Takes proper safety precautions, anticipates unsafe circumstances, and acts accordingly to prevent accidents. Is responsible for the safety of self, others, materials, and equipment. Uses all required safety equipment.

Generally, duties and responsibilities are listed from most to least critical or time consuming.

Boulder Housing Partners is committed to hiring employees who provide good customer service; our employees communicate courteously and responsively and provide effective and efficient service to the public and co-workers. 

MINIMUM REQUIREMENTS:

High school diploma or equivalent. Strong organizational experi