Leasing Administrative Assistant

Job Description

JOB SUMMARY:

Under general supervision, processes all leasing/rental applications, attends to walk-in customers (owners, tenants, real estate and property management agents), conducts inbound and outbound calls, collects leasing fees and makes financial deposits using appropriate software. Performs responsible clerical and record keeping work, and performs other related work as required in a challenging, fast paced, and heavy workload environment.

ESSENTIAL FUNCTIONS:

Assists prospective and returning lessees and owners by telephone, email and in person regarding applications, board regulations, and member/tenant privileges and responsibilities. Accurately updates computer database systems with new and existing leases and resident information. Performs a variety of administrative and record keeping functions requiring interdepartmental coordination.

Verifies member vesting and history of delinquency status and any rule violations. Ensures background reports, credit reports and other requirements are received prior to issuing lease authorizations or renewals. Regularly submits complete lease applications and documents to obtain board approval.

Collects required leasing and ID card fees and issues receipts, maintains record of cash and checks and credit card transactions, completes daily deposit statement and endorses checks. Prepares monthly internal financial and leasing activity reports for Board of Directors.

Creates ID Cards through the designated software and card printer (owners, occupants, lessees, renters, employees, board members, and replacement and temporary cards.) Collects and maintains ID cards for non-resident owners (lessors).

Prepares staff reports for unique or special circumstance situations requiring board action.

DESIRABLE QUALIFICATIONS:

Graduation from high school and a minimum of two years relevant customer service experience, working in a leasing office, property management or other related industry with intermediate proficiency in Microsoft Excel and Word or equivalent combination of education and experience which produces the following:

· Knowledge of the occupational hazards and safety precautions of the job.

· Knowledge of customer service standards, etiquette and processes.

· Knowledge of MS Office applications.

· Ability to read, understand, interpret and explain leasing procedures, rules and regulations.

· Ability to communicate pleasantly and effectively with the public who represent many different locales and/or foreign countries.Company Description

Village Management Services, Inc. provides professional management services to the community of Laguna Woods Village, the largest Southern California independent-living community for people 55 and older. The Village is built on 2,100 acres, features 12,736 homes and is home to about 18,000 residents. Managing Laguna Woods Village is similar to managing a city. VMS, Inc.’s approximately 1,000 employees provide a wide variety of services to Village residents and maintain the community infrastructure. VMS, Inc. is a mutual-benefit, nonprofit corporation. Our commitment to quality and excellent customer service has made Laguna Woods Village one of the most emulated active retirement establishments in the country.