Community Leasing Specialist Job at Tampa Housing Authority in Tampa

Department: Asset Management

Reports To: Property Manager

Summary

Provide assistance and clerical support to property manager in the day-to day operation of assigned property. Collect and record rent and other charges, and assist with evictions. Receive requests for repairs, and generate work orders. Conduct annual re-examinations and/or lease renewals to verify continued program eligibility. Receive applications from general public, input into computer system and process them in accordance to required policy and regulations.

Essential Job Functions

• Coordinate office services and assist Property Managers and other staff with office clerical functions
• Answer incoming telephone calls and respond to caller or refer to appropriate person
• Transmit orders and instructions for Property Manager, verbally or using Email
• Coordinate meetings by reserving meeting room, preparing agenda and related documents, and notify staff scheduled to attend meeting
• Prepare letters and reports in accordance with established procedures
• Receive calls and inquiries from residents, staff, and individuals outside the authority and respond to or refer calls to appropriate management staff
• Compose meeting minutes based on notes and recordings made during meetings
• Screen mail and calls for Property Manager and other staff
• Assist with accounts payable by handling bills and invoices in accordance with established procedures
• Attend meetings as needed
• Maintain schedule for property management, including receiving invitations, sending appropriate responses, designating type, time and place of events, and making travel arrangements as needed
• Maintain files in accordance with established procedures, including confidential files
• Facilitate the property application, waitlist and leasing process
• Greet potential applicant or citizens who visit property inquiring about housing opportunities
• Take initial applications from public, conduct preliminary review for eligibility and input into the property computer system.
• Establish and maintain property application waitlist based on verification, date, time and in accordance to admission plan.
• Pull applications from waitlist; compile application package for selected clients; and send package to Compliance Department for review before final approval for unit assignment.
• Upon unit assignment approval, conduct initial tour of vacant unit with prospective client and use closing techniques to sell apartment.
• Conduct management inspection of all recently renovated vacant units, identify any deficiencies and report to maintenance for repair and notify Property Manager when ready for occupancy.
• Handle all move-in activities including orientation session, lease signature, collection of deposits, rent, unit inspection checklist, utility service purchase and key issuance.
• Create and maintain all move-in tenant files and related documentation per tax credit regulations and/or property management plan.
• Complete assigned lease renewals (recertifications) within timelines; at a high renewal rate; and for potential rent increases.
• Facilitate the rent collection policy for property
• Collect rent daily and post to appropriate tenant ledger
• Upon approval, complete requested rent adjustments in accordance with established procedures, including verifications, entering information into computer, etc.
• Post charges associated with work order, late charges, etc. entered in computer and notices to residents
• Follow-up on delinquent accounts and pursues eviction or collections in accordance with established procedures. Prepare proper eviction notices for delinquent accounts and deliver to appropriate tenants
• Prepare monthly reports on rent collection rates
• Other duties as assigned

Knowledge, Skills, and Abilities

• Knowledge of Authority policies and procedures, particularly as they pertain to property management 2. Knowledge of Department of Housing and Urban Development (HUD) and/or tax credit, Home and NSP rules and regulations that apply to property management
• Knowledge of laws and standards that apply to property management, such as Fair Housing Laws, OSHA Standards, Local and State Building Codes
• Knowledge of basic building maintenance and fire prevention liability reduction principles
• Knowledge of basic office practices, procedures, and equipment
• Knowledge of the operation of authority computer system and software
• Knowledge of the agencies that provide assistance and services to residents, including some knowledge of eligibility requirements
• Knowledge of basic English in order to communicate verbally and in writing
• Knowledge of mathematics sufficient to perform calculations required for summarizing rent collections, making deposits, and for rent adjustments
• Ability to maintain required records such as tenant files, vacancy reports, etc.
• Ability to read and understand policies and guidelines
• Ability to prepare clear concise reports and make appropriate recommendations within scope of responsibility
• Ability to use basic office equipment such as telephone, fax, copier, and computer
• Ability to communicate verbally and in writing
• Ability to generate records, receipts, and reports efficiently using a calculator and the computer system
• Ability to establish and maintain effective work relationships with peers, superiors, residents, community service agencies, and the public

Minimum Qualifications

• Requires High School graduation or GED equivalent.
• Requires one (1) year of experience in an office environment, administrative support, property management or leasing environment; or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities.

Other: Valid Florida Driver’s License Insurable under the agency’s insurance policy

This job description should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job classification established by THA. All incumbents may not perform all of the job duties listed, and some incumbents may perform some duties which are not listed, and incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.