Residential Leasing and Administration Associate

8 months ago

London, Canada Kipling Residential Management Inc. Full time

**Kipling Group is a full service, multifaceted real estate management organization, catering to large institutional clients, private equity funds and high net worth individuals. Kipling manages all asset classes including industrial, office, retail, multi-family residential and condominium properties.**

**Kipling's objective is to re-define residential property management in Canada through superior resident satisfaction and innovation in marketing, leasing and property operations. We deliver an integrated and complete property management model to our valued clients.**

**Position Overview**

The primary functions of the Leasing Associate are:

- To lease suites, through professionally qualifying prospective residents, initiating and executing leases and renewals in the building, all with a focus on minimizing vacancy loss.
- To represent the brand of the building as the front-line employee providing exceptional service to all residents and applicants.

Kipling is currently looking for a Residential Leasing and Administration Associate to support our portfolio in London, Ontario. The Leasing Associate must have a service-oriented approach, excellent communication skills, be willing to work flexible hours including month-end requirements, and be confident and comfortable as the building’s liaison with the residents and the community.

This is a contract and full time position with an opportunity for permanent employment at the end of the contract period.

**Responsibilities**

**Customer Service**:

- Professionally and courteously handle all inquiries, feedback, complaints or concerns. Ensure a high level of resident relations is maintained through regular contact and proactive attention to resident needs
- Consistently focus on providing superior customer service
- Meet and interact with residents and prospective residents in a courteous and professional manner
- Foster a strong customer service culture among all staff
- Promote a strong sense of community
- Welcome and assist all residents and visitors in the office
- Answer and direct all incoming telephone calls in a courteous and professional manner
- Liaise with building staff and contract staff to resolve resident maintenance issues as expeditiously as possible
- Assist Property Manager as required, including: typing, photocopying, formatting documents, telephone calls and preparing reports
- Complete other duties as assigned

**Leasing**:

- Secure appointments and conduct property and show suite tours with all prospective residents
- Ensure all walk-ins are provided with a property tour, including suite showings - an appointment is not required
- Engage in highest level of professional sales techniques to sell the property to prospective residents in order to obtain a commitment to lease
- Follow-up with all prospective residents
- Regularly inspect upcoming suite availabilities prior to showing to prospective residents
- Ensure that all suites are returned to “rent ready” condition as soon as possible on becoming available
- Inspect all vacant units daily to ensure suites are in optimal condition for showings/appointments
- Negotiate leases to achieve optimum value for the property

**Marketing**:

- Coordinate open houses and actively promote referral programs if required
- Create and post advertisements on websites as required
- Generate leads through a variety of avenues as required and in collaboration with Marketing Team (e.g. telemarketing, direct mail, etc.)
- Conduct monthly market surveys and have a thorough understanding of competing properties and current market conditions
- Prepare annual leasing and marketing plan for insertion in annual budget

**Administration and Reporting**:

- Review and submit changes to leasing reports as directed
- Complete and maintain a consistent and accurate traffic report and submit on a weekly basis
- Register all prospective residents using Yardi or other software as required
- Complete and/or monitor online background checks, complete and execute the signing of all leases, schedules, assignments, transfers and addendum forms according to established policies and procedures.
- Assemble and provide move-in packages to new residents
- Coordinate reservations of elevators for move-ins and move-outs
- Promote accepted applicants to join the online payment program or Pre-Authorized-Payment program (PAP)
- Assist with the completion of incoming and outgoing suite inspections and document as required
- Actively monitor deficiencies in suites and common areas and produce work orders as required
- Ensure that the resident directory is accurate
- Be flexible with lunch hours and breaks to be available to prospective residents and appointments
- Responsible for office administrative duties that may include mail, courier, office supplies, invoice coding and processing and other duties to support the operations team
- Maintain an orderly leasing centre with proper filing of all documentation and correspondenc

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