Benefits:
401(k)
401(k) matching
Bonus based on performance
Company parties
Opportunity for advancement
Paid time off
Training & development
Haven Property Management
Role: Leasing Support Specialist
Department: Leasing Support Specialist
Reports to: Leasing Support Manager
Responsibilities:
Property Setup & Maintenance
● Manage new property setups, including obtaining Direct Deposit forms, W-9s, utility documents, and coordinating with HOAs. (These should be checked daily to see if new forms have been completed)
● Verify utility profit during tenant move-ins and process associated forms, including move-in forms, HOA rules and regulations, and lead-based paint disclosures.
● Move In utility documents, and HOA documents are sent a minimum of 3 days prior to the tenant moving in and emailing/texting the tenant the documents have been sent out and need to be completed prior to move in
● HOAs that need lease agreements are sent to the HOA 48 hours after move-in
● HOA documents that do not require a lease should be submitted to the HOA before the tenant moves in, time varies depending on the HOAs time frame (varies by HOA)
● Utility Profit is checked daily before and after move-in has occurred to verify the tenant has started utility set up and all required documents are completed, if not continued follow-up with the tenant is required until all steps are completed, sending utility forms if available and if applicable reaching out to the property manager.
Tenant & Lease Management
● Coordinate lease renewals, share completed leases with relevant parties, and follow up with tenants for signatures or questions.
● Prepare and send legal notices, including rent increases, 14-day notices, and termination notices.
● Assist with Section 8 paperwork submission and compliance.
● Assist with entering transfer tenant paperwork
Invoice Entering
● Enter all vendor invoices into the system within 24 hours of approval
● Verify invoice details, work order and bill entry is all correct
HOA Communication
● Handle HOA-related communications, including addressing fines, violations, and dues.
● Provide support on HOA-related tenant issues, violations, or escalations.
● Involve PM as needed.
Utility Management
● When the Accounting Assistant is out of the office process emailed utility bills and resolve issues with utility providers for managed properties.
● Act as the point of contact for utility-related questions from property managers and tenants.
● When the Accounting Assistant is out of the office, fill in for handling utility bills.
Administrative Support
● Monitor and process the support inbox for tenant inquiries, utility follow-ups, and internal communications.
● Send PM invoice reminder emails and assist property managers with any administrative needs.
● Answer and direct phone calls, ensuring all inquiries are addressed promptly.
● Responds to all emails in the department related to the tasks you're assigned to within 24-48 hours (24 hours for urgent/owner/tenant communication)
● Assist with Leasing Support Manager related tasks, audits and special projects when needed with meeting deadlines.
Results:
● Efficient and accurate completion of all property setups and tenant move-in requirements.
● Seamless handling of lease renewals and timely resolution of legal and compliance issues.
● Positive tenant and HOA relationships through effective communication and problem-solving.
● Reduction in utility-related issues through proactive coordination with providers and tenants.
● Organized and prompted the processing of support inbox and administrative tasks, ensuring no delays in operations.
Requirements:
● Strong interpersonal and communication skills, both written and verbal.
● Exceptional organizational skills and attention to detail.
● Ability to work independently and collaboratively within a team.
● Ability to adapt to changing priorities and manage multiple tasks effectively.
● Experience in customer service or leasing within the real estate industry.
KPIs:
● 100% of new property setups are completed within five business days.
● All lease renewals were sent out within 24 hours of approval.
● Legal notices are prepared and sent within 48 hours of the request.