Leasing Consultant

Mission Statement:

“As a member of the Perennial Properties Team, I will strive to provide the best apartment community living for each and every one of our residents.  Our Residents and Service Representatives will be met with the utmost courtesy, professionalism and sense of promptness in every instance.”

 Location: Atlanta Area

Job Classification:  Exempt/Salary

Reports To:  Community Manager

Supervises:  N/A

Hours:  9:00 – 6:00 Monday - Friday, 10:00 – 5:00 Saturday, and 1:00 – 5:00 Sunday

The position requires the ability to work any of the seven days of the week, 52 weeks of the year.  Hours of operation are subject to change based on the Property’s needs.

Competencies and Education:  Must be competent in the areas of accountability, communication, customer service, teamwork, planning and organization.  A minimum of a high school education is required and the position requires the ability to read and write English fluently and the ability to perform basic to intermediate mathematical functions.

Position Requirements: 

• Excellent communication skills
• Strong administrative and organizational skills
• Strong time management skills
• Professional image
• Strong customer service skills
• Ability to close a sale in person and on the telephone
• Knowledge of on-site maintenance requirements and ability to work with vendors and contractors
• Ability and access to drive a car
• Basic computer skills, including Excel, Word, and Outlook

Physical Requirements:  The position requires the ability to inspect the property in its entirety, tour prospective residents, deliver notices when needed, oversee maintenance functions, assist with emergency measures, and the ability to withstand all weather conditions. 

Leasing and Marketing Responsibilities: 

• Handle calls from current and prospective residents professionally, pleasantly and according to the Company’s standard policies and practices while obtaining all necessary information to secure an appointment.
• Participate in periodic telephone shops and other training methods to keep skills fine-tuned to ensure that performance is consistent with the Company’s standards.
• Reply to all leads received via the internet and facsimile within 2 hours when received during business hours.
• Effectively track telephone and internet leads using a daily log.
• Stand and greet prospective residents when they enter the leasing office.
• Tour prospective residents through the community and lease apartments by showing models and available units. 
• Lease apartments by aggressively selling the features and maintaining a strong knowledge of product.
• Follow-up with all prospective residents by telephone within 24 hours and in writing within 48 hours with a personal note.
• Maintain an organized guest card file for all residents shown.
• Enter all guest cards in the computer database in a timely manner.
• Complete application paperwork with applicants and thoroughly explain qualifying criteria, the policy on criminal background checks and the policy on canceling applications.
• Verify information provided on applications and process files within 72 hours.  Notify applicants verbally and in writing within 24 hours if application was declined.  Obtain the Manager’s approval on all applications prior top move in.
• Review print and internet advertising media for accuracy.
• Implement marketing strategies with the Manager to increase traffic volume.
• Analyze current marketing and advertising strategies for effectiveness.
• Have a strong knowledge of the demographics of the property and the surrounding area.
• Perform a written, monthly market survey on competitors.  Physically shop competitors as necessary.

Retention and Resident Relations:

• Ensure that residents are provided with a clean, safe, and well-maintained building and community.
• Stand and greet residents with enthusiasm when they enter the leasing office.
• Communicate clearly and effectively with residents both verbally and in writing.  Proof all resident notices and emails for proper grammar and spelling before delivering.
• Receive resident complaints in a calm and professional manner.  Work to resolve complaints quickly and document pertinent information in the resident’s file.
• Follow-up on completed work request within 24 hours to ensure satisfaction.
• Survey residents in writing periodically to inquire about customer satisfaction.
• Monitor lease expirations to manage turnover.
• Contact residents by telephone and in writing no less than 90 days before their lease expires.  Continue to follow-up with the resident until the lease renewal is closed.

Financial Responsibilities:

Collect rent payments and enter into the computer database daily.  Manage your work hours during the first week of the month to ensure that rent payments are entered timely.  This may require coming in early or staying later.

• Prepare and deliver bank deposits daily.
• Maintain an organized, monthly file of bank deposits.
• Implement an effective tracking system to ensure that habitual late payments and returned checks are handled consistent with the Company’s policy.
• Prepare and deliver late notices at the end of the specified grace period for your property.
• Follow-up with residents by telephone regarding late payments within 24 hours of sending the late notice.
• File dispossesories for all delinquent rent on the 10^th day of the month.  Attend court proceedings when necessary.
• Monitor the collections of utilities (water, electric, trash) throughout the month and notify residents of late payments. 
• Consistently charge and collect ancillary income (application fees, pet fees, termination fees) to maximize profits.
• Review invoices for accuracy and enter in to the computer database once approved by the Manager.
• Review monthly financial reports and explain variances in income and expenses.
• Continuously monitor collections and expenses to maximize profits.

Administrative Responsibilities:

• Maintain all manual and computer files in an immaculate, organized condition and consistent with the Company’s policy.  Keep all current, future, and past resident information confidential and never leave files unattended when not in a locked cabinet.
• Update computer database daily with current activity.  Review availability reports, delinquency, and the rent roll for accuracy.
• Complete accurate weekly and monthly reporting.
• Enter work request from residents in the computer database daily and delegate to the appropriate maintenance personnel.  Update work request once completed and returned by the maintenance department.
• Maintain the key tracking system and review the activity report weekly.  Activity reports should be kept in an organized file on-site for at least one year.
• Sign in and sign out packages that have been accepted for residents.  Package logs should be kept in an organized file on-site for at least one year.
• Prepare all lease paperwork that is required for your property, schedule signing appointments and execute documents.  Review all lease paperwork thoroughly with the resident at move in.
• Prepare lease expiration worksheets monthly with recommended rental increases for the Manager to review.
• Maintain a resident conversation log in each resident file and document important conversations as needed.
• Inspect move outs and determine applicable charges if any.  Complete the necessary move out paperwork and forward a copy to the appropriate corporate personnel and mail a copy to the past resident within 72 hours of the move out date.
• Complete collection paperwork on unpaid balances older than 30 days and forward to the property’s collection agency.  Maintain a separate file for accounts in collections.
• Prepare and file resident notices.
• Handle specific administrative responsibilities assigned by the manager.

Management Responsibilities:

• Assume responsibilities for making decisions in the Manager’s absence.
• Mentor and lead other team members by always being professional and setting a good example. 
• Offer assistance to other team members when needed.

General Responsibilities:

• It is the employee’s responsibility to continue to develop and refine their skills to improve performance in their position and to be eligible for promotion.
• Maintain a professional image and follow the Company’s dress code.  Represent the Company in a professional manner while on-site and off-site during business related functions.
• Accept task that may benefit the property and assist in the team meeting and exceeding goals.

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