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Property Management Support Specialist
2 months ago
Objective: To deliver exceptional service to residents and clients; ensure meticulous organization and management of property administration; collaborate effectively within a team and assist the manager with various tasks as needed.
Key Responsibilities:
Customer Service Excellence:
- Uphold the highest standards of customer service.
- Engage in effective communication with residents and relevant stakeholders.
- Actively listen to and address resident inquiries, concerns, and complaints, escalating issues to the Property Manager when necessary.
Administrative Duties:
- Support the Property Manager in preparing essential documentation related to leasing, lease modifications, parking, and maintenance requests.
- Ensure accurate electronic filing of all pertinent documents.
- Assist in the collection and submission of notices.
- Guide tenants in utilizing the Resident Portal.
- Manage programming of fobs, transponders, and intercom systems.
Leasing Support:
- Respond promptly to rental inquiries through various channels.
- Provide comprehensive information about available units to prospective residents.
- Schedule and conduct viewings of vacant units, fostering relationships with potential residents.
- Maintain accurate records of guest interactions and provide weekly summaries to the leasing and marketing teams.
- Stay informed about competitive properties and conduct regular market assessments.
- Promote the online leasing process for applications and payments.
- Maintain the customer database, ensuring timely responses to leads and proper documentation of interactions.
- Coordinate signing appointments for Tenancy Agreements and ensure all necessary parties are present.
- Notify applicants of their application status within two business days.
- Process refunds for declined applicants in accordance with company policy.
- Oversee initial tenant insurance registrations during move-in.
- Conduct weekly inspections of vacant units.
- Collaborate with the Property Manager to ensure timely delivery of suites.
- Provide insights on rental rates and market conditions to enhance revenue.
- Work closely with the Marketing Team to update promotional materials and property signage.
Resident Payment Management:
- Collect and process rental payments efficiently.
- Prepare bank deposits and maintain accurate filing of receipts.
- Track and manage rent payments.
- Issue weekly collection notices as necessary.
- Conduct audits of accounts receivable.
- Monitor additional tenant charges and communicate with head office as needed.
- Assist tenants with setting up payment plans and maintenance requests.
- Provide tenants with their security access codes.
- Respond to maintenance requests and provide technical support as required.
- Generate and manage Work Orders and Purchase Orders based on input from residents and maintenance staff.
- Prepare documentation related to maintenance and repairs.
Administrative Support: Act as a proactive team member within the Property Management Team, suggesting improvements to administrative processes.
Qualifications:
Education:
- Preferred: Enrollment in University/College.
- Required: Proficiency in reading and writing English, along with the ability to navigate property management software and understand leasing legalities.
Experience:
- Required: 1-2 years of experience in leasing, property administration, or a related field.
Skills and Competencies:
- Commitment to values of honesty, integrity, respect, and trust.
- Strong understanding of residential property administration.
- Proficient in Microsoft Office Suite and capable of learning new software.
- Excellent judgment and decision-making skills.
- Strong communication and relationship-building abilities.
- Adaptable and proactive in improving processes.
- Exceptional organizational and administrative skills.
- Professional demeanor and appearance.
- Motivated to learn and advance within the role.
- Ability to manage stress effectively.
- Capable of following directions and completing tasks efficiently.
Thank you for considering a career with Sterling Karamar Property Management.
We appreciate applications from all interested individuals; however, only candidates selected for further consideration will be contacted.
Sterling Karamar Property Management is committed to diversity in the workplace and is an equal opportunity employer. We welcome applications from individuals with disabilities and provide reasonable accommodations upon request during the selection process.
